Collections agent
Drafts overdue reminders and steps them up according to how many days a payment is actually late. A person approves each reminder before it goes out.
Validated with each clientWhat does Collections replace? The work of a collections executive: chasing overdue customers with a statement, a call, an email and a follow-up. Drafts overdue reminders and steps them up according to how many days a payment is actually late. A person approves each reminder before it goes out.
Shows why
Every draft comes with its reasons and how sure the agent is. If it is unsure, it only offers a suggestion.
Waits for you
It does not file, pay or post anything until a person says so.
Gets reviewed
Your approvals and corrections are recorded, so you can see how well it does on your books.
A day with Collections
Picture a distributor with 220 customers and ₹1.4 crore overdue, run by one collections executive.
- Every morning, Kinnow looks at what is overdue. It runs at 8 in the morning your time, or any time you ask.
- It counts the days late. For each customer it takes the oldest unpaid invoice and counts the days past due.
- It picks the stage. The standard ladder is an email on day 1, a second email on day 15, a WhatsApp demand on day 30 and a legal notice letter on day 60. Each company can change the stages and their timing.
- It drafts the message. The draft goes to one chase queue. A customer has only one open chase at a time, so two reminders cannot go out on the same day.
- The executive approves. They read, edit or drop each draft in the queue. The application that owns the channel sends it.
- Legal stage: a credit-hold proposal. At the legal stage the chase also carries a proposal to put the customer on credit hold. A person decides.
- Money arrives. When a receipt is matched to the invoice, the balance falls and the next run closes the chase.
What it reads and what it hands back
| What it reads | What it hands back | Where it lands |
|---|---|---|
| Overdue invoices and their due dates | A draft message at the right stage for each customer | The chase queue, for the collections executive |
| Receipts matched to invoices | A smaller balance, so the chase closes | The customer's account |
| The ladder your company has set | The next stage and the date it is due | The case for that customer |
See Collections on your overdue list. Send us your ageing report.
What a person decides
Nothing is filed, paid or posted without a person. Customer pressure is a relationship choice, so people stay in the loop.
- You set the ladder. The stages, how many days between them and the channel for each.
- You approve the drafts. The executive reads each message before it goes.
- You decide on credit hold and legal notices. The agent proposes them at the later stages; it does not enforce them.
Ask Kinnow about this
Ask Kinnow answers from your own records and shows its source and cost before it runs. What you get back depends on what has been recorded.
| You might ask | What the answer shows |
|---|---|
| Who is more than 30 days overdue and has not been chased? | Customers, invoice, days late and the last action taken. |
| Which customers are at the legal stage? | The customers, balance and the credit-hold proposal on each. |
| How much came in after last week's reminders? | Receipts matched to invoices that had a reminder. |
Ask us to set up a collections ladder for your customers.
Works with
- Sell: customers, invoices and the reminders
- Account: receivables and receipts
- Overdue invoices chased for you, politely: the same agent described as a feature
- Reconcile ageing to a customer's statement: settle a dispute before you chase
- Cash-flow Forecaster: uses how your customers pay
Questions
What does the Collections agent do?
Drafts overdue reminders and steps them up according to how many days a payment is actually late. A person approves each reminder before it goes out.
Does Collections act on its own?
No. It drafts each reminder and a person approves it before it goes out, and anything posted, filed or paid waits for a person too. Every draft comes with its reasons and how sure the agent is.
Does Collections learn?
Yes. Each time you approve or reject a reminder, Kinnow records it against how sure the agent said it was, so you can see how it is doing on your books. Your corrections are kept as feedback.
How is it paid for?
It is part of your agent pack, and there is no charge per user.
How does Collections decide when to step up?
By days past due on the oldest unpaid invoice. The standard ladder is email on day 1, second email on day 15, WhatsApp on day 30 and a legal notice letter on day 60, and your company can change it.
Can two reminders reach the same customer on the same day?
No. A customer has only one open chase at a time, so a second reminder is not drafted while one is waiting.
Tell Kinnow what slows you down.
Answer three questions. Get the applications, the agents and a two-week plan for your business.