Access Collect is a debt collection application designed to help businesses manage their accounts receivable more effectively. Integrated with Access Attaché Enterprise, it provides tools to track outstanding invoices, communicate with customers, automate reminder workflows, and monitor collection performance.
Prerequisites
To use Access Collect, you need:
Attaché version 25 (or later).
An active Access Evo Standard subscription.
Access Evo Onboarding must be completed.
Access Evo Discovery training (for equivalent knowledge) completed.
To find out more about Access Collect, you can book a demo or talk to a specialist.
Getting Started
This guide walks you through the key features and daily workflows within Access Collect.
Accessing the Application
Access Collect is available through the Access Evo platform. To launch the application:
Log in to Access Evo using your credentials.
Locate the Collect icon under the Products menu within the Access Evo button.
Click the icon to open the application.
Selecting a Company
If your organisation operates multiple companies within Access Attaché, you will need to select which company to work with.
Switching Companies
To change companies during your session:
Click the Collect icon in the Products menu.
Select the company from the list provided.
⚠️Important: Always verify you have selected the correct company before sending customer communications. Emails will be branded with the selected company's details.
Menus
There are 4 menus in the Access Collect application:
Dashboard.
Outstanding Invoices.
Clients.
Settings.
See descriptions for all the features within these menus in the sections below.
Dashboard menu
The Dashboard provides an overview of your organisation's accounts receivable status and collection performance.
Key Metrics
The dashboard displays important collection metrics:
Total Outstanding (Overdue): Sum of all unpaid invoices and unpaid invoices (Before Due Date).
Overdue Invoices: Total number of overdue invoices or invoices before the due date.
Communication this month: Amount of phone, or email communications completed in the current month.
This Month’s Collection: Total amount of payments entered in Attache in the current month.
Collection Trend graph
Bar Graph showing a breakdown of the Invoice Amounts based off invoice entry date and payments made based off the payment month entered.
Outstanding Invoices menu
The Outstanding Invoices page provides a complete view of all invoices currently owed to your organization, enabling you to maintain accurate oversight of your accounts receivable position on a daily basis. Within each invoice record, comprehensive communication and assignment history is available, ensuring transparency and supporting accurate reporting to line managers across your organisation.
Column | Description |
Client | Client name associated to the invoice. |
Invoice Number | Unique invoice identifier. |
Invoice Date | Date the invoice was issued. |
Outstanding | Invoice amount outstanding against this invoice. |
Status | Overdue, Overdue (Part Paid), Outstanding. |
Days Overdue | Number of days past due date. |
Invoice Details screen
Select an invoice by clicking on the invoice line to open the Invoice details screen. Below is the information provided on the Invoice Details screen.
Column | Description |
Invoice Details | Heading for the invoice you are looking at. |
Invoice Number | Unique invoice identifier. |
Reference | Reference number assigned against the invoice. |
Due Date | Date assigned to the invoice as to when the payment is due. |
Original | Original invoice amount. |
Outstanding | The amount outstanding to an invoice, this amount will differ if you have entered a part payment for an invoice into Access Attache. |
Paid | The amount already paid and entered in the Access Attache Account Receivable system for the specific invoice. |
Client & Actions tab
Upon invoice selection, the invoice Details screen opens up on the Client & Actions tab. Users may perform the following actions:
Make a call to a client and document telephone communications via call logging, or initiate formal correspondence (including initial, follow-up, or final notices) to the designated primary contact for the customer account.
Assign or reassign collection responsibility.
Assignment History tab
This section provides a comprehensive chronological record of all collector assignment activities pertaining to this customer invoice, including assignment correspondence documented with the date of update, originating collector, designated collector, and recorded justification for reassignment.
Communication History tab
A complete chronological record of all collection activities undertaken for this customer invoice:
Issued email correspondence (documented with send date, contact type, notification type, and contact information).
Logged telephone communications (recorded with call date, outcome assessment, and case notes).
System-generated automated reminder notifications.
The system additionally provides users with the capability to export comprehensive communication history records in CSV file format via the Export CSV button.
Clients menu
The Client Directory displays all clients within your selected company. This information is synchronized from the Attaché Desktop application and continuously update when changes are made throughout the day.
Client Aging Summary cards
The aging summary displays outstanding receivables grouped by aging bands. Aging bands can be updated via the setting page and the calculation with re-evaluate once the new aging bands are saved. It also displays the total number of clients you have in the customer listing.
Aging Band | Description |
0-30 Days | Current |
31-60 Days | Watch |
61-90 Days | Critical |
90+ Days | At Risk |
Viewing the Client Directory
Click Clients in the main navigation menu.
The list displays Client name, Credit Info (credit Limit and Balance) Aging Bands, Status and main Contact.
Filtering and searching
Use the filter and search options to find specific customers:
Search: Enter client name, main contact name, email address for ease of accessing a particular customer record.
Assignment Filter: Filter clients by status of All, Active only, In Dispute or, On Stop.
Client Details screen
Click on a client in the Client Directory to open the Client Details screen.
Client Details tab
The Client Details tab opens up by default. This provides comprehensive information about a single client and their aging records and communication history with your business.
The Client Details tab displays the following information:
Client Name.
Client Status.
Aging Summary.
Credit Information.
Collector Assignment Information.
Primary contact name.
Email address.
Phone number.
Communications History tab
Displays all information in a table of all communications to customers relating to invoices.
The Communications History table within the tab shows Invoice Number, Reference, Issue Date, Contact Type, Notification Type and Contact Detail.
You can sort the table by Date or Invoice number range.
You can click the Export CSV button to export the list to a CSV file.
If you hover over a line in the table a question mark icon appears next to your cursor, and you can see the contents of the communication sent to the client.
Settings menu
Aging Band Configuration
Configure the aging periods displayed on the dashboard and reports:
Go to Settings, Aging Bands Configuration.
Adjust the day ranges for each band.
Click Save Aging Bands.
Notification Types
Access Collect supports four distinct notification types, each designed to address specific stages in the collection’s timeline. Each notification type can be independently enabled or disabled using the toggle control, and the timing threshold can be customized to align with your organization's collection policies.
For Prior to Overdue, this notification is an internal alert mechanism that notifies the assigned collector through the Access Evo Feed system, enabling proactive customer engagement before invoices become overdue. Unlike the other notification types, this does not send customer-facing correspondence but instead facilitates internal workflow management.
Configuration instructions
Enable/Disable Notifications: Toggle the switch control for each notification type to activate or deactivate automated correspondence.
Adjust Timing Thresholds: Modify the numerical value in the days field to customize when each notification is triggered relative to the invoice due date.
Review Notification Sequence: Ensure the timing configuration maintains a logical progression from pre-overdue reminder through to final notice.
Notice Type | Default Trigger | Description |
Initial Notice | Day 7 | First reminder, 7 days past due |
Follow-Up Notice | Day 14 | Second reminder, 14 days past due |
Final Notice | Day 28 | Final warning, 28 days past due |
Prior to Overdue | Send Before | Send notification before invoice becomes overdue |
Email Templates
The Access Collect application facilitates the direct transmission of professional collection correspondence, enabling seamless communication with clients from within the system. Users can edit templates and preview templates to make sure that it meets your needs
Pre-configured templates are available for common collection scenarios:
Template | Purpose |
Initial Notice | First reminder after invoice becomes overdue |
Follow-Up Notice | Subsequent reminder for continued non-payment |
Final Notice | Last warning before escalation or legal action |
Available placeholders
Templates include placeholders that automatically populate with customer data:
Placeholder | Replaced With |
{clientName} | Client's business name |
{invoiceNumber} | Invoice Number you are sending the communication email |
{amount} | Amount outstanding to paid for a particular invoice |
{daysPastDue} | Number of days past the due date |
{dueDate} | Date the invoice payment is due |
{invoiceDate} | Date the invoice was entered into your accounts receivable package |
Company Logo
The system provides the capability to upload corporate branding and configure logo alignment (left-aligned, center-aligned, or right-aligned) according to organizational preferences.
Email Details
This section allows you to configure the fundamental parameters of your collection email.
Email Subject: Define the subject line that will appear in the recipient's inbox. The subject line should clearly indicate the nature and purpose of the communication. Template variables may be utilized to personalize the subject line dynamically.
Example: "Initial Notice: Payment Reminder"From Email: Specify the sender email address from which collection correspondence will be dispatched. This should be a monitored organizational email address capable of receiving customer responses.
Example: "[email protected]"Email Body: This section contains the primary content of your collection email template. Compose the main message using professional business language appropriate for debt collection correspondence. The email body supports dynamic template variables enclosed in curly braces, which will be automatically populated with customer-specific data upon email generation.
Available Template Variables: The template editor supports standard text formatting and allows for appropriate greeting and closing statements to maintain professional communication standards.
Placeholder | Replaced With |
{clientName} | Customer's business name |
{invoiceNumber} | Invoice Number you are sending the communication email |
{amount} | Amount outstanding to paid for a particular invoice |
{daysPastDue} | Number of days past the due date |
{dueDate} | Date the invoice payment is due |
{invoiceDate} | Date the invoice was entered into your accounts receivable package |
Email Footer
This optional section enables you to append standardized footer content to all collection emails.
Footer text typically includes:
Company registered address and contact information
Legal disclaimers or confidentiality notices
Regulatory compliance statements
Unsubscribe or communication preference options
Saving Your template
Once all sections have been configured to your requirements, select Save Template to store the email template for future use. To discard changes and exit without saving, select Cancel.
Collector Assignment
Assigning clients to collection staff ensures accountability and organised workload distribution. Collector assignment can be done from the Clients or the Outstanding Invoices menus, depending on what you want to achieve. see the sub-sections below.
Assigning a default collector
A default collector is assigned from the Clients menu. All invoices that are not assigned a collector at that time, and new invoices will be assigned to the default collector.
Navigate to the Clients menu.
Click on a Client in the Client Directory list, or search for the client then select them. The Client Details page appears.
From the Collector Assignment task area, click the Assign Collector button (or Reassign Collector if one is already assigned to change the collector).
Select a staff member from the dropdown.
Click the Assign button.
Bulk/individual assignment of invoices
This allows you on the outstanding invoices pages to select a range of invoices and assign user to them.
Go to the Outstanding invoices menu.
Select Invoice(s) from the Invoice Management task area using the checkboxes.(you can select the top box to select all invoices).
Click Assign Users on the top right-hand corner.
Select the staff member.
Click Assign.
Viewing Your Collector Assignments
To see only invoices assigned to you:
Go to the Outstanding Invoices menu.
From the Invoice Management task area, click the Filter drop-down menu, and select Invoices assigned to me.
The list will show only your assigned client invoices.
