From late payment to collection
Follow an outstanding balance from due date through communications to closure by payment or credit.
Updated
In short
Billabex builds a collection balance from remaining invoice amounts minus available credit notes. While it is positive, the agent checks contacts, due dates, exchanges, and blockers before scheduling a communication. Payments and allocations then reduce the balance; when it reaches zero or below, the active collection case closes without erasing its history.
Expected result
You can link the displayed balance to documents and explain why the case is active, paused, or closed.
Before you start
- Open an account with at least one invoice and, if possible, a payment or credit note.
- Always compare amounts in their original currency.
Procedure
- Review open invoices and add their remaining amounts.
- Inspect credit notes and allocations that reduce the exposure.
- Open the situation summary to read state, next step, and blockers.
- Browse communications and tasks to place the balance in its history.
- After a synchronized payment, check the new balance and removal of unnecessary follow-ups.
What Billabex does
The collection engine keeps one account aggregate while its net balance remains nonzero. It reacts to invoice, payment, and credit events, then asks the agent to reassess the next action.
If the result is not what you expected
- A source payment can take a short time to update Billabex views.
- For an incorrect balance, compare each remaining invoice and unconsumed credit separately.
- Do not force closure; correct the source record or allocation causing the discrepancy.