Taking on the Collections Workflow

Collections Workflow

Managing the collections owed to your company can be properly managed and maintained through our Collections Workflow. In BUSINESS, this collections queue enables any company’s collection process to efficiently flow all from a centralized location. To get things going, the process has to be first set with notices. These notices act as reminders or emails. Think of the reminders as a manual step, an internal process that may be utilized to help the user to do an action. Simply place a subject name and then put the number of days to wait after the last notice was sent. To follow that will be the body of the reminder where users can write any description with the option to utilize merge fields. Similar to the reminder, the email choice type will display the same information for where you can tailor a message to your customers and rely on merge fields that will help develop a more personable experience.

Collection Notice Information

It is from this point that users can tune the ordering of these notices to fit the specific time frames of their companies with regards to debt collections. Having the ability to view the notices in this way will allow users the freedom to add additional notices where needed as well as update them and delete if necessary. More importantly, it is from the Collection Process page that users can determine the amount of days in the triggering process for when the first notices will be sent out. So, if seven days becomes the number of days that the oldest invoice for a customer is overdue, this will trigger the first notice in the process.

Collection Notice Process

Furthermore, when on the listing for the collections workflow, a user can easily access the transactions to each customer by clicking on their account name. Other portions of information available at this page are the type of message in which this account has recently received (as managed in our collections process in settings) as well as the Recipients to said notifications and their contact info. With the ‘last payment date’ available to you from the same area, users can stay in the know as to the activity accounts have taken with regards to their open balance. Users can go even farther and take notes on the various collection notices via the Collections Log, here lies a log with a date and time stamp that help users keep track of their lates steps and attempts taken with a specific collection. A feature such as this is accompanied by a Next Call Date field, here one may date when the next reach out for this account will be, enabling a better means to track what days users should be making contact.

Collection Workflow Data

From the queue, users can know right away which accounts currently have an open credit. This label will make it easier for users to apply these open credits onto a customer’s open balance, if applicable. By clicking onto the account name via the collections workflow page, users can access the transactions for those that possess open balances. It is from this point that users can click into any of those transaction and apply those credits, if available to them. Conveniently save your searches for criteria with filters like Days Past Due >=, Customer, Category, and much more.

Collections Workflow Types and Categories Criteria

When it comes down to selecting which collections are getting sent out users are met with two methods. On an individual level, collections can be sent via the send icon. Secondly, users can simply choose multiple collections by checking the checkboxes next to each collection notice then at the very bottom choose to send selected, snooze selected or skip selected. Snooze and skip are also available within each collection but also include the feature to reset that collection process, if necessary. In regards to snoozing a selection, users may choose from a specific date or from a small selection (one day, 1 week, and a month, for example).


In summary, the collections workflow is a wonderful means to keep all of your accounts’ open balance information in one place where it is easily attainable. Seamlessly manage those collections on a daily basis by choosing to take the actions of send, snooze, skip and reset. Additionally, users have a means to access each accounts transactions page and view those invoices and apply an open credits to those orders. It’s BUSINESS as it should be!