Collections: reminder files per customer

Chasing payments case by case is no longer enough when several customers are late. Collections (recouvrement) groups, for each debtor customer, their unpaid invoices, the history of your actions and the reminder level to apply.

1. One file per customer

As soon as a customer has an unpaid invoice, their file appears (it is created when the page is opened). The file is automatically resolved when all its invoices are settled. You can also create a file by hand with Créer une relance (Create a reminder).

2. The three levels

A file's level depends on how late the customer's oldest unpaid invoice is. By default:

Level	Tone	Lateness (default)
Niveau 1 (Level 1)	Courteous reminder	up to 30 days
Niveau 2 (Level 2)	Firm reminder	31 to 60 days
Niveau 3 (Level 3)	Serious situation	more than 60 days

Hover over a "Niveau X" badge to see its meaning, or click Comprendre les niveaux below the filters: the legend shows the lateness thresholds of your company.

3. The list of files

Summary cards (total receivables, files to handle, customers concerned, overdue invoices, invoices to chase), search by customer, level badges with counters, an Échu uniquement (Overdue only) button, Responsable (Person in charge) and Statut du dossier (File status) filters, and sorting by column.

The Engagements (Commitments) column avoids unnecessary reminders: it shows the customer's current payment promises (and how many are overdue) as well as their cheques awaiting collection.

4. A customer's file

Click a row to open the file:

• the person in charge of follow-up and the planned next reminder;
• the customer's unpaid invoices (clickable);
• the log: record a call, an email or a note, or a promise — the latter creates a real payment promise attached to the invoice, subject to the same balance cap;
• the complete history of actions, with their author.

The drawer closes with the cross or the Esc key.

5. Send the reminder by email

In the file, the Relance par e-mail (Email reminder) block prepares the message for the file's level:

1. Click Préparer la relance (Prepare the reminder): the subject and message of the level's rule are displayed, with the contact's name, the amount due, the list of invoices and your company's signature already filled in.
2. Review and edit the subject and text freely (blank lines separate paragraphs).
3. Click Envoyer la relance (Send the reminder): the email leaves from your sending address (the one configured in Paramètres → E-mail), with a link to the customer portal. It is automatically recorded in the file's log.

6. Message rules

In Paramètres → Recouvrement, three rules (one per level) define the name, the subject, the message and, for levels 2 and 3, the lateness threshold. The message accepts variables: {{nom_societe}} (your company, for the signature), {{nom_client}}, {{nom_contact}}, {{nombre_factures}}, {{montant_total}}, {{date_echeance_plus_ancienne}} and {{liste_factures}}. Click a variable to insert it at the cursor, and use Voir un aperçu avec un client fictif (View a preview with a fictitious customer) to check the result. An indicator flags unsaved changes. You can deactivate a rule (the « Active » switch) or go back to the default values. Only the owner and administrators can edit them.

7. On the dashboard

The Promesses et recouvrement (Promises and collections) widget summarises the day: promises due today, broken promises to chase, upcoming promises, the rate of promises kept over 90 days and, if your subscription includes collections, the number of files to handle.

8. On the mobile app

Collections are available in the Billora mobile app: Plus → Recouvrement tab (the entry only appears if your subscription includes collections).

• The list shows the summary cards, search by customer, level badges, Échu uniquement (Overdue only), Comprendre les niveaux (Understanding the levels) and a shortcut to Promesses clients. Tap a file to open it; swipe it or long-press it to Préparer la relance (Prepare the reminder), Enregistrer une action (Log an action) or Voir le client (View the customer). The Créer une relance (Create a reminder) button opens a file for the chosen customer (next reminder and assignee optional), then Créer le dossier (Create the file).
• The file shows the level, the Reste dû (amount due), the Promis (en attente) (promised, pending) amount, the Chèques en attente (pending cheques), the assignee and the next reminder, then each unpaid invoice with its promises (+ Promesse button) and the action log.
• Relancer (Remind) prepares the e-mail for the file's level, editable before sending, then Envoyer la relance (Send the reminder), with the same safeguards as on the web: the customer's e-mail is required, and no second send within a minute.
• Action logs an Appel (call), an Email, a Note or a Promesse (promise). The « … » menu also offers Suivi du dossier (File follow-up: assignee and next reminder) and Appeler le client (Call the customer) when their number is filled in.

The message rules and level thresholds can only be set on the web, in Paramètres → Recouvrement. The accountant and the viewer see the files without the Relancer or Action buttons.