Collection statuses are labels you define yourself and set on invoices in Collections, so your team can see where each invoice stands at a glance (for example "Promised to Pay", "Waiting on Paperwork" or "Escalated"). Each status has a name, an optional description and a color.
Set up your statuses
Go to Settings › System Config › Collection Status.
- Collection Status in the System Config menu.
- Create Collection Status adds a new status.
- Color shows each status as a colored tag.
- Active shows whether the status can still be picked.
- The pencil edits a status.
Create a status
- Enter a Name (required).
- Add a Description so your team knows when to use it (optional).
- Pick a Color: Red, Yellow, Green or Blue.
- Click Create.
Edit or retire a status
Click the pencil beside a status to change its name, description or color.
- Set Active to No to retire a status. It stays in your list but no longer appears when updating invoices.
- Click Update to save.
Set a status on invoices
- In the left-hand menu, click Collections.
- Click the + beside a client or debtor to expand it, and tick the invoices you want to update.
- Click Update.
- Choose a status from Collection Status. Choose None to clear it. Only active statuses are listed.
- Click Update. The status is set on every invoice you selected, along with any note, Call Back Date or Will Pay Date you entered.
- The invoice's current status shows here, and in the Collection Status column on the Collections screen.
Frequently asked questions
| Question | Answer |
|---|---|
| I don't see the Create Collection Status button or the pencil. | Creating and editing statuses needs the Collection Status permission, which is listed under Sensitive Permissions in User Management › Roles. Admin roles don't get sensitive permissions automatically, so it has to be ticked on the role. Contact support if you need help. |
| Can I use other colors? | Statuses use one of four colors: Red, Yellow, Green or Blue. Several statuses can share a color. |
| How many statuses can I have? | Up to 20. |
| A status is missing from the list when I update an invoice. | It is set to Active: No. Edit it in Settings and set Active to Yes. |
| Can I set a status on many invoices at once? | Yes. Tick all the invoices before clicking Update; the status is applied to each one. |
| Can I filter or sort Collections by status? | Not currently. The status is shown in the Collection Status column of the Collections screen. |