Collections

Collections is where your team follows up the money customers owe on your Books invoices. Each customer who owes gets a case with their open invoices, the next action and a timeline; around it you record promises and payments, open and resolve disputes, send polite reminders, share statements, match bank payments and read the reports an owner watches.

It is used by owners, accountants and collectors. Collections needs Books: every payment you record here becomes one Books receipt against the right invoices. The Collections sidebar also keeps the Credit book (every customer's balance on their account, with its own reminders) and Instalments, which come with every plan that has Books; see the credit book and Collections.

Collections is sold on its own (with Books) and comes in full in Trade Business and Kluvan One. Service Business carries Collections Essentials, without collectors, disputes and payment matching. See plans and bundles.

• Switch on Collections and choose its settingsSwitch on Collections, then set reminders, quiet hours, ageing bands, payment tolerances, grace days, payment details and collectors.
• Work the case queueStart the day from the Collections overview, the My collections today list and the ageing, then open the cases that need you first.
• Work a customer's caseOpen a collection case, read the open invoices, log a call or a note, set the next action, assign a collector and choose how the customer is reminded.
• Record a promise to pay on a caseNote what a customer promised to pay, by when and for which invoices. Reminders wait, and Kluvan marks the promise kept, partly kept or missed.
• Set up reminder sequencesChoose the polite reminders each customer group gets before and after the due day, preview them in every language, then switch reminders on.
• Record a payment or a cheque on a caseRecord what a customer paid as a Books receipt against the right invoices, and follow a cheque until it clears or bounces.
• Send a payment linkEarly accessEarly access. Make a Paymob link for all or part of what a customer owes; the payment is booked as one Books receipt once Paymob confirms it.
• Match bank payments to invoicesTurn money in from your imported bank statements into Books receipts: confirm the suggested customer and invoices, split a payment or keep it as credit.
• Handle failed and unmatched paymentsOne list for every payment that failed or could not be matched: declined charges, refused link payments, bounced cheques and old bank lines.
• Open and resolve a customer disputeRecord why a customer disputes an invoice, stop chasing that amount, then close it with a credit note, a redelivery, a rejection or a write-off.
• Write off a disputed amountClose a dispute by writing off the amount, with an approval when your organisation set a limit for write-offs.
• Put overdue invoices on a payment planSplit a customer's overdue invoices into weekly or monthly instalments, follow the plan, and see when it is kept or broken.
• Share a Collections statementPrint a customer's statement of open invoices, or send them a private link where they see what is due, pay now and stop the reminder e-mails.
• Read the Collections reportsSee what was collected and how, days sales outstanding, promises kept, payments after reminders, write-offs, collectors and dispute reasons.
• Understand the credit book and CollectionsHow the credit book, the Collections workspace and Books invoices relate today, why their ageing can differ, and where to record a payment.
• Switch on the credit book and its remindersSwitch on the credit book, set payment terms and the payment details customers see, and choose when and how its reminders go out.
• See who owes you in the credit bookUse the credit book to see every customer with a balance, how overdue they are, an ageing by 30-day bands, and export the list.
• Note a promise to pay in the credit bookKeep notes on a customer's account and record a promise to pay on a day. The credit book's reminders wait for the promise, then say whether it was kept.
• Send the credit book's remindersWork through the credit book's daily reminder list - send each message from your own WhatsApp with one tap, snooze it, note a promise, or skip it.
• Share a statement from the credit bookPrint a customer's credit book statement or save it as PDF, or send a private statement link the customer opens on their phone. Stop the link at any time.
• Record a payment in the credit bookRecord cash or card a customer paid towards their balance; with Books on it becomes a Books receipt. Print or WhatsApp a slip with the new balance.
• Read the credit book reportSee what customers paid on their accounts in a period, how many paid after a credit book reminder, and how many promises were kept or missed.