Receivables Controls

Receivables Controls has two distinct configuration layers. The upper settings form stores team preferences for collection policy, fees, communication timing, and escalation. The Recovery policies section below it creates the active step sequence used when an operator turns on Auto-chase overdue for an invoice.

Keeping those layers separate is essential: a successful Save in the upper form confirms storage, while an active recovery policy with steps controls the shipped Auto-chase sequence.

Before You Start

• Select the correct team before changing settings.
• Decide who owns customer-sensitive collection decisions.
• Confirm the channels the team can actually deliver: email, SMS, or in-app.
• Use a controlled test customer and invoice before enrolling real overdue work.
• Review applicable contract, consumer-protection, late-fee, and communication rules with qualified counsel.

Open Receivables Controls

1. Open Settings.
2. Select Receivables Controls.
3. Review each settings card separately.
4. Scroll to Recovery policies to manage the sequence used by Auto-chase.

Each settings card has its own Save button. Saving one section does not save unsaved changes in another.

Stored Team Preferences

Autopilot Policy

These values are saved on the team record. The current Auto-chase enrollment and recovery jobs do not read them, so changing these switches does not start, stop, adapt, charge, or approve a recovery sequence.

Late Payment Policy

The page can store:

• late-fee enablement
• percentage, flat, or tiered fee type
• percentage choices from 0.5% through 5%
• flat amounts from $10 through $100
• grace periods from zero through 14 days
• maximum fee caps from 5% through 50% of the invoice

Tiered is labeled Coming Soon. More importantly, the stored late-payment settings are not currently connected to Auto-chase delivery. Enabling late fees here does not add a fee to an invoice.

Actual recovery-step fee application requires a separate active fee rule attached to a policy step. The current Settings page does not expose fee-rule creation or attachment.

Payment Follow-up Timing

The page stores:

• whether to send pre-due follow-ups
• a maximum of 1–20 follow-ups per invoice
• quiet-hours enablement and start/end time
• weekend exclusion

The default stored preferences are pre-due follow-up on, five follow-ups, quiet hours from 21:00 to 08:00, and weekend exclusion on.

These values are not currently read by the recovery sender. A successful Save does not prove that active policy messages will wait for quiet hours, skip weekends, or stop at the saved follow-up count.

Customer-specific channel preferences and quiet hours can be respected by the delivery process when they exist. Policy-level quiet hours can also be respected when configured on the policy, but the simple Recovery policies form does not expose that configuration.

Owner Review & Escalation

Enable Escalation stores whether the team prefers overdue invoices to move through review stages. It does not currently alter the active recovery sequence.

Policies created on this page use a five-step maximum. Reaching that maximum can trigger a collections escalation in the recovery process even when the saved escalation switch or approval preference suggests otherwise. Keep live policies to five or fewer intentional steps.

Recovery Policies

The Recovery policies card is the configuration that Auto-chase uses.

Create a policy

1. Enter a descriptive name such as Standard customer reminder sequence.
2. Select Create policy.
3. Verify that the new policy shows Active.

The page creates the policy as active immediately, with a maximum of five steps. It does not offer a draft state during creation.

Add a step

1. Enter a non-negative number in Day.
2. Choose Email, SMS, or In-app.
3. Select Add step.
4. Verify the numbered step appears under the intended policy.

The page automatically assigns the next step number and attaches the invoice to the communication.

How Day is scheduled

Despite the compact Day label, current scheduling is relative to sequence activity:

• the first step waits that many days after Auto-chase enrollment
• each later step waits that many days after the preceding step is processed

For example, steps with Day 0, Day 3, and Day 7 are scheduled at enrollment, then three days after step one, then seven days after step two. They are not necessarily due-date days 0, 3, and 7.

What Auto-chase Does

When an operator enables Auto-chase overdue on an unpaid or overdue invoice:

1. Eigenn selects the newest active recovery policy for the team.
2. A recovery sequence is queued for that invoice and customer.
3. The first action is scheduled from the enrollment time using the first step's Day value.
4. Each step queues one communication on its configured channel.
5. The invoice details show the active step and next reminder date when the sequence record is available.
6. The sequence completes after its last executable step, stops when canceled, or can close through supported payment processing.

Only one active sequence is allowed for the same team and invoice at a time. Repeated start requests should reuse the active sequence rather than create parallel recovery work.

Channel Requirements

If a customer has disabled the selected channel or the recipient is suppressed, delivery fails. Provider failures are retried, so investigate the communication state before sending a second manual message.

Current Policy-Editor Limits

The Settings page can create policies and append steps. It does not currently provide controls to:

• rename, deactivate, or delete a policy
• select which active policy an invoice should use
• edit, delete, or reorder an existing step
• choose a communication template or sender profile
• attach a tone profile to a step
• attach a late-fee rule
• configure the policy timezone or quiet hours
• change the policy's five-step maximum

Creating another policy does not deactivate the earlier one. Because Auto-chase uses the newest active policy, avoid duplicates unless the team intentionally wants the newer policy to take precedence.

Tone and Template Boundary

Steps created in this Settings card do not include a template selector. Without a linked template, the recovery sender uses its fallback reminder content. Do not assume that a team default tone profile or a running tone experiment changes every message produced by this simple policy.

Tone transformation and experiments require an eligible tone-enabled communication workflow with a template and customer context. Verify the actual outbound content before using the sequence with customers.

Verification Checklist

After configuration, confirm:

• every upper settings section shows the intended saved values after refresh
• the team understands those values are preferences, not current delivery controls
• exactly one intended policy is the newest active policy
• the policy contains one to five steps
• step delays produce the calendar dates you expect from enrollment
• customer contact data exists for every selected channel
• a controlled invoice can start and stop Auto-chase
• the invoice shows the expected next step and date
• the first test communication reaches the intended recipient and contains approved content

Troubleshooting

A saved switch did not change Auto-chase

That is the current product boundary. The upper settings form stores team preferences; active recovery policies and invoice-level Auto-chase control the running sequence.

Auto-chase reports that no policy exists

Create a recovery policy and confirm its Active badge. Add at least one step before trying again.

Auto-chase starts but never gets a next date

Confirm that the selected active policy contains a step and that the invoice has a customer. The start request can queue before the background sequence record appears.

The wrong policy was used

Auto-chase currently selects the newest active policy and does not show a picker. If multiple policies are active, contact the workspace administrator or support to deactivate the unintended policy before enrolling more invoices.

A sixth step did not send

Policies created here have a five-step maximum. Keep the intended sequence to no more than five steps; reaching the maximum can move the case into collections escalation instead of sending later steps.

Quiet hours or weekend exclusion did not apply

The switches in the upper settings form are stored but are not connected to the sender. Stop the active sequence if timing is unsafe, then correct the policy or customer-specific delivery configuration through the supported administrative path.

A late fee was not added

The late-payment form does not attach a fee rule to a recovery step. Leave the invoice unchanged and use a reviewed, legally valid fee workflow rather than adding a duplicate charge manually.

Related Pages

• Configure Receivables Controls
• Receivables
• Invoice Collection Workflow
• Tone Profiles and Experiments
• Invoices