Overview
The "To collect" screen is your central hub for managing customer invoices that need payment. This screen displays all customer’s billings who have outstanding invoices, shows how much they owe, tracks collections progress, and helps you prioritize follow-up actions.
Quick Answer: The "To collect" screen shows a list of all customers with unpaid invoices, organized by their outstanding balance, collection status, and assigned billing manager.
What You'll See on the To Collect Screen
Team Progress Summary
At the top of the screen, you'll see an overview of your team's collection status:
To collect: Total dollar amount across all outstanding invoices and the number of invoices waiting for payment
Open payments: Total dollar amount currently in payment processing and the number of payments being processed
Example: If the summary shows "To collect: $8,648.12 - 36 invoices," this means you have 36 unpaid invoices totaling $8,648.12 across all customers.
Customer List View
The main section displays each customer with outstanding invoices. Here's what each column shows:
Billing Column
Customer billing name
Customer billing code
Manager Column
Shows the billing manager assigned to this billing
Helps you identify who's responsible for following up on collections
To Collect Column
Total amount owed: The sum of all unpaid invoices for this customer
Number of invoices: How many individual invoices are outstanding
Example: "$1,312.77 - 2 invoices" means this customer has 2 unpaid invoices totaling $1,312.77
Collections Due Column
Visual progress bar: Shows collection status at a glance
Blue bar: No overdue amounts ($0.00 overdue)
Orange bar: Some or all invoices are overdue
Overdue amount: Specific dollar amount that's past due
Example:
"$0.00 overdue" with blue bar = all invoices are current (not yet past due date)
"$1,169.51 overdue" with orange bar = at least some invoices are past their due date
Payments Column
Payment amount: Shows open payments being processed
Number of open payments: How many payments are currently pending
Example: "$122,312.00 - 1 open" means there's one payment of $122,312.00 currently being processed for this customer
Actions Column
Quick action buttons for each customer billing
Click to open customer billing or add payment
Using Search on the To Collect Screen
How to Search
Use the search bar at the top of the customer list to quickly find specific customers:
Search by:
Billing name (full or partial)
Billing code
Example Searches:
Type "EDI" to find "EDI customer" or "EDI billing"
Type "HHSRE" to find the customer with code "HHSRE"
Type "Hamilton" to find "Hamilton Co."
What Happens When You Search
The customer list automatically filters to show only matches. The "Team progress" summary at the top updates to reflect only the filtered customers, helping you see the total outstanding for your search results.
Filtering the To Collect List
Available Filters
Use the "Billing manager" dropdown filter to view specific subsets of customers
Filter Options:
All managers (default): Shows every customer with outstanding invoices
Specific manager: Shows only customers assigned to a particular billing manager
How to Apply Filters
Click the "Billing manager" dropdown at the top right of the list
Select a manager name from the list
The customer list updates immediately to show only that manager's customers
The "Team progress" summary updates to reflect the filtered totals
Example Use Case: If you select "B2" as the billing manager filter, you'll see only customers assigned to B2, and the "To collect" total will show only B2's outstanding invoices.
Combining Search and Filters
You can use search and filters together for more precise results:
Then use the search bar to find a specific customer within that filtered list
First apply a manager filter to see one person's customers
Example: Filter by manager "B2" and search for "Holdings" to find the Capital Holdings customer in B2's portfolio.
Sorting the List
The customer list can be sorted by clicking column headers:
Sortable Columns: To collect: By dollar amount (highest to lowest or vice versa)
Common Scenarios
Scenario 1: Finding Overdue Invoices to Follow Up On
Goal: Identify customers who need immediate collection attention
Steps:
Look for orange progress bars in the "Collections due" column
Focus on customers at the top of the list with the highest overdue amounts
Click the column header to sort by overdue amount (largest first)
Result: You'll see customers like "Customer A" ($1,169.51 overdue) or "Customer B" ($1,113.90 overdue) who need priority follow-up.
Scenario 2: Checking a Specific Manager's Collection Status
Goal: Review all outstanding invoices for one billing manager's portfolio
Steps:
Click the "Billing manager" dropdown filter
Select the manager's name
Review the updated "Team progress" to see their total outstanding
Review their customer list
Result: You'll see only that manager's customers and their specific collection totals.
Important Notes
⚠️ Important:
The "Team progress" summary updates based on active filters and searches - it reflects only the billings currently displayed that has invoices to collect, not your entire customer base
Orange progress bars indicate urgent follow-up is needed to collect overdue amounts
The "To collect" amount shows only unpaid invoices, not payments currently being processed (those appear in the "Payments" column)
Quick Action Buttons
Each customer row has action buttons on the right side:
View details: Opens the customer's complete billing details, invoice history, and payment records
Add button: Opens add payment modal