What it is
Collections is your command room for overdue money. The worklist matches each overdue invoice to the strongest reminder it currently qualifies for — based on how many days past due it sits — while skipping any level already sent. So the list shows exactly what a chase would send right now, invoice by invoice, rather than leaving you to work it out.
Behind the worklist sits the escalation ladder: a set of reminder rules you control, each with a level, a days-overdue threshold and the subject and body it sends. As an invoice ages, it climbs the ladder — a gentle nudge first, a firmer reminder later, a final notice past a long threshold. Running the sweep sends the matched reminders and logs them, so your credit control is consistent and recorded.
When to use it
- You have a worklist of overdue invoices to chase today
- You want reminders to escalate automatically as invoices age
- You need to send a firmer notice on long-overdue debt
- You are setting up or tuning the reminder rules
- You want a record of every reminder sent to each client
How it works
Step by step.
- 1
Open collections
Go to the collections view. The KPI strip frames the overdue picture; the due-now panel is your worklist.
- 2
Read the due-now worklist
Each overdue invoice is matched to the strongest reminder it qualifies for, skipping levels already sent — this is exactly what a sweep would chase now.
- 3
Tune the escalation ladder
Edit the reminder rules — each is a level, a name, a days-overdue threshold and the subject and body it sends — so chasing escalates as you want.
- 4
Run the sweep
Run the sweep to send the matched reminders for the worklist. Each invoice climbs the ladder only as far as its age warrants.
- 5
Check the log
Confirm what was sent. Reminders are logged per invoice, so the next sweep won’t repeat a level already sent.
Worked example
Follow it through.
The scenario
Summit Events has an invoice now sixty-five days overdue and you are running the weekly chase.
- 1 Open collections; the KPI strip shows total overdue at 18,300 AUD.
- 2 In the due-now worklist, the Summit Events invoice is matched to the final-notice rule at the sixty-day threshold.
- 3 Confirm the gentle and firm reminders were already sent at earlier thresholds.
- 4 Run the sweep.
- 5 Check the log: the final notice is recorded against the Summit Events invoice.
The result
Summit Events receives the final-notice reminder, it is logged against the invoice, and the next sweep will not resend that level.
Tips & notes
Good to know.
- The worklist already skips levels you have sent, so running a sweep won’t spam a client with the same reminder twice.
- Set the ladder thresholds to your real credit terms — a final notice at ninety days reads very differently from one at thirty.
- Start the chase from the ageing report’s worst debtors; ageing finds the money, collections sends the reminder.
- If a client disputes a charge, raise a credit note before chasing so you don’t demand money you have agreed to reverse.
When you’re done
Consistent, escalating reminders sent and logged for every overdue invoice, with no level chased twice.