What is Auto Collect?

Auto Collect refers to the capability of ezyCollect to automatically collect payments from your customers and allocate the payment against the corresponding invoice(s) within your Accounting Software / ERP, with minimal manual intervention.

Pre-requisite: Auto Collect will only work if your customer/s has provided you with their Electronic Direct Debit Authority (eDDR). See How to Acquire Direct Debit Authority.

How is Auto Collect different from Collect Now?

Collect Now requires you to login to ezyCollect, select invoices for a particular customer and click on the "Collect Now" button to initiate payment collection. Alternatively, you may wish to use the "Payment Scheduler" to schedule future payments. Whilst these payments will automatically run on the set date in the future, it still requires you to manually schedule the payment in ezyCollect.

Auto Collect schedules payments automatically for invoices based on its due date. A service will run periodically in ezyCollect to check if there are new invoices generated. Upon identifying new invoices that have not been scheduled yet, the service will automatically schedule the invoices for collection based on their respective due dates.

On the date, ezyCollect will automatically trigger a payment request, and upon successful payment, automatically allocate payment against the corresponding invoice and notify both the customer and client. In case the payment fails, this too will trigger a notification to both the customer and the client.

How does it work?

Upon request, Auto Collect is enabled by the ezyCollect Team. You will see a new “Global Auto Collect status“ icon/button on the top right hand corner of your ezyCollect Dashboard. By default, Auto Collect is set to 'disabled'.

ezyCollect Users with Manager access can click on the component to open the relevant settings shown below:

  • Test Mode - This means that the system will simulate Auto Collect by sending an email to your customers with a list of invoices that can be potentially collected on the day, but Auto Collect will not actually execute the transaction. This feature is helpful for you to be 100% confident in the capability before you enable the setting.

  • Enabled - When the Global Status is enabled, this means you can now use Auto Collect. However, you will need to select the specific Customer(s) that you want to enable Auto Collect for and switch it on for them (as by default all Customers are disabled from Auto Collect). Simply go to Customer - select the Customer to bring up their detailed page - change Auto Collect status to enabled.

    You can also enable or disable Auto Collect for their customers in bulk.

    Steps

    • Navigate to Customers page

    • Filter customers by Direct Debit Authority = Enabled

    • Select the customers you want to enable or disable Auto Collect for using the check box against each customer

    • Click on the Actions button

    • Select either Enable Auto-Collect or Disable Auto-Collect

    • Confirm action

    At the Customer page, you can also apply an "Auto Collect State" filter to quickly identify those of your customers with Auto Collect enabled or disabled. For example, you may not want Auto Collect to be enabled for a special group of customers. Simply set the filter to accordingly and use the Collect Now or Schedule Payment function instead to process a manual payment.

    Note: If Auto Collect is disabled at the organisation level, the filter will not be displayed.

    Once you have enabled the Customer, you will start receiving email notifications on the day when there are invoices due for collection and Auto Collect will execute collection at the set time.


    To set a time to trigger the email notification with a list of invoices to be collected, as well as the time to execute the Auto Collect function, simply login to your ezyCollect and go to Payment Settings.

    Upon changing the global status, you will receive an email notification summarising the changes so that all authorised contacts are kept in loop on the changes.

    Once the payment collection is scheduled, a green calendar icon will appear next to the invoice confirming that the schedule has been created. To the far right, you will see an option to cancel the schedule if required. Upon cancelling the schedule, Auto Collect will not execute for that particular invoice. However, you can still either Collect Now or manually Schedule Payment on the invoice for a future date/time.


    All activities / change of status are logged in the Activity history report for the Customer. You may click into each activity to see further details - examples below.

Disabling Auto Collect at the Invoice Level

When the Global Status is enabled and the Customer(s) is also enabled, the invoices will show an "Active" toggle button.

If you wish to disable Auto Collect for specific invoices, simply click on the toggle button against these invoices under the Auto Collect column. Similar to cancelling a scheduled payment discussed above, for any invoice(s) you've disabled Auto Collect for, you may still use Collect Now or Schedule Payment to collect payment.


Pre-Payment Auto Collect Notification to your customer

As an option, you can send a pre-payment email notification to your Auto Collect customers informing them that they will be debited on the invoice due date so that they can ensure there's sufficient funds in their account on the day. You can configure how many days prior to the scheduled payment date the notification is to be sent.

To set this up, simply go to the Payments Settings tab:

Payment receipt to your Customer

After every successful payment transaction, a payment receipt is sent to your customer and you are BCC'd on the same email. This email ensures that both you and your customer are duly informed whenever a transaction has gone through.

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