What CollectFlow does
CollectFlow gives your credit and collections team one place to work every overdue account in SAP Business One.
It pulls customers, open invoices, credit memos and payments from SAP and turns them into:
- a prioritised worklist,
- dunning stages and letters,
- promises to pay and disputes,
- a full activity history per customer,
- a customer portal where customers can pay and reply, and
- KPIs, a cash-flow forecast and credit-limit suggestions.
Payments you take can be posted back to SAP as Incoming Payments.
For the first-time setup (connection, sync, users, email, billing), see the Setup & Administration Guide.
Who sees what
| Role | Sees | Can do |
|---|---|---|
| Collector | Only customers assigned to them | Log calls, emails and notes; add promises and disputes; send dunning and invoice copies; copy portal links |
| Manager | The whole team | Everything a collector does, plus assign customers, post payments, credit management. Setup: Assign, Email templates, Support |
| Admin | Everything | Everything, including all of Setup |
| Sales rep (optional) | Invoices for their own SAP sales-employee code | View only, Light (view + notes, calls, promises) or Full, as granted in Setup → Users |
Signing in
Enter your email and password and click Sign in, or use your company’s single sign-on button. The first time, you will be asked to set your own password.
The dashboard
The dashboard is where you spend your day.
- Top bar:
- your licence summary,
- the theme switcher,
- Messages (inbox),
- Cash Flow, Credit, Calendar and Plans,
- Setup (managers and admins),
- Show / Hide Charts, Refresh and Sign out.
- KPI tiles:
- Total AR, Overdue, Aged 90+, Open PTPs, In Dispute, Collected 90d.
- Click a tile to filter the worklist to it.
- Performance row:
- DSO and Best possible DSO,
- Days delinquent,
- CEI (collection effectiveness index),
- AR turnover, Days to pay, Days late, Current,
- Contact coverage and Promises kept.
- Charts:
- Cases by Stage, Aging balance, DSO trend and Overdue by collector.
- A Today insights card and a leaderboard.
The worklist
The table lists every customer you are responsible for. It shows Customer, Balance, Overdue, Oldest OD (oldest overdue days), Stage, Priority, Collector and Open items.
- Search by customer code or name.
- Filter by stage, priority (Urgent, High, Medium, Low), collector or sales rep. Tick Hide zero-balance to drop settled accounts.
- Sort by past due, balance, oldest overdue days, or name.
- Views: Customers, By sales rep and By collector.
- Parent and child accounts (SAP consolidation) can be expanded.
- Hover over a cell for a quick balance breakdown.
- Click a row to open the customer. Right-click a row for quick actions.
Right-click actions
Log call · Log email · Log note · Add Promise to Pay · Open dispute · Send dunning… · Post payment… · Share in chat… · Copy customer code · Copy primary contact email · Assign
Working a customer
Click a customer to open the customer drawer.
The header shows Balance, Overdue, Oldest OD and Credit limit. The panels are:
| Panel | Use it to |
|---|---|
| AI | Read an account analysis and draft an email in one of three tones: Reminder — light touch, Past due — firm or Final notice — escalate. You can Copy the draft or Send it. |
| Open items | See every open invoice with its due date, aging bucket, stage and balance. Change an item’s stage here, or email a copy of the invoice. |
| History | Payment behaviour: Avg days to pay, On-time %, Median days, Worst days late. Download it as CSV. |
| Activity | Log a Call, Email or Note, then click Add. |
| Promises | Record a promise to pay (amount and date) with Add PTP. Later, mark it kept or broken. |
| Disputes | Log a dispute against one invoice or the whole account, with a reason and amount. |
| Contacts | Add contacts (name, email, phone, role). Use Portal access to copy a sign-in link for the customer portal. |
| Chat | Message the customer’s contacts, one contact or all of them. |
| Team notes | Internal notes; use @name to mention a colleague. |
The Outlook menu downloads a ready-made email (.eml) to open in Outlook. The choices are Account statement, Friendly reminder, Follow-up, Escalation, Final notice / legal or Blank reply.
Dunning
Every open invoice moves through stages automatically, based on how many days it is past due:
| Stage | Days past due |
|---|---|
| Current | 0 or not yet due |
| First notice | 1–30 |
| Follow-up | 31–60 |
| Escalated | 61–90 |
| Legal | more than 90 |
A customer’s stage is the highest stage among its open invoices. You can override the stage of an individual invoice in Open items.
To send a dunning letter:
- Right-click the customer and choose Send dunning….
- Check the letter in Dunning preview. It uses your branding and the wording from Setup → Email templates.
- Click Send now. The email is logged in the customer’s Activity.
Posting a payment (managers and admins)
- Right-click the customer and choose Post payment….
- Enter the Amount.
- Under Allocate against, either leave oldest overdue first or pick the invoices.
- Click Post payment. With live posting on, an Incoming Payment is created in SAP.
Cash Flow forecast
Cash Flow projects when your open AR will be paid, based on each customer’s average payment behaviour. The tiles show the next 7, 30, 60 and 90 days. Switch between Weekly (13 weeks), Monthly (12 months) and By Customer.
Credit management
Credit scores every customer and suggests whether to increase, decrease or hold their credit limit. It shows each customer’s current limit, the suggested limit, utilisation, on-time %, and how confident the suggestion is.
- Click a row to see Why this recommendation and the signals used.
- Click Apply to accept a suggestion.
Calendar
Schedule calls, emails and meetings with customers.
- Click an empty slot and pick the Customer, Kind and Duration (15 minutes to 2 hours). Add a note if you like, then click Schedule.
- Drag an entry to reschedule it.
Messages
The Messages panel holds conversations with customers (Customers), with colleagues (Employees), and in team Channels.
- Use My mentions to see where you were @mentioned.
- New channel creates a team or project channel. It can be private.
- Video calls start from a conversation.
The customer portal
Your customers can sign in to a self-service portal at
/portal using a link sent to their email address. You can
also copy a link for them from Contacts → Portal
access.
In the portal a customer can:
- see their Total due and Open items,
- Pay now, or pay the invoices they select, or schedule a payment,
- make a Promise to pay,
- dispute an item,
- message your team, and
- ask the Account assistant questions about their account.
Everything they do appears in the customer’s Activity in CollectFlow.
CollectFlow-specific Setup
The tabs below are unique to CollectFlow. The standard tabs are described in the Setup & Administration Guide.
Assign (admins and managers)
Point each customer at a collector. Filter by name, code or current collector, then pick a collector from the list. — unassigned — clears it. You can also reassign from the worklist with right-click Assign.
Integrations (admins; depends on plan)
- IMAP inbound: read customer replies from a mailbox. Enter the host, port, username, password and folder, then click Test.
- Gmail: Connect Gmail with your Google client ID and secret.
- Google Calendar sync.
- Payment providers: PayPal, Braintree, Square, Authorize.Net or Stripe, in Sandbox or Live mode. Use Set as default provider to choose which one the portal uses.
Sales-rep access (in Setup → Users)
- Click Sync from SAP to list your SAP sales employees.
- Choose a Default level.
- For each rep, click Grant + create user. The rep then signs in and sees only their own invoices.
Tips
- Start each day by sorting by Past due (highest) and filtering to your Urgent and High priorities.
- Log every contact. Contact coverage and Promises kept on the dashboard are only as good as the activity behind them.
- Use Promise to pay rather than a note when a customer commits to a date. CollectFlow then tracks whether it was kept.