Collections, branded Smart Statements, sends aging-based statement emails for overdue invoices. Configure it in the Firm Portal's Collections settings.
Access
- View Collections opens the statements page.
- View Collections Settings opens the settings page.
- Edit Collections Settings allows changes to triggers, throttling, templates, and exclusions.
- Edit and Send Statements allows a user to approve, skip, undo, and send statements.
Recipient mode
Depending on your desired configuration, a statement can be addressed per client or per billing contact. Statements can combine unpaid invoices across clients associated with the same billing contact.
Trigger and schedule settings
| Setting | What it controls |
|---|---|
| Aging triggers | Which overdue ranges generate a statement: 0–30, 31–60, 61–90, 91–120, or 120+ days |
| Periodic fallback | Sends a routine statement for any unpaid invoice(s) but no configured aging trigger applies |
| Throttling | Minimum number of days between statements to the same recipient |
| Include credits | Includes unapplied credits in the threshold calculation |
| Include late fees | Includes late fees in the threshold calculation |
The default throttle is 14 days. A sent or skipped statement resets the throttle window for that recipient.
Email settings
Each aging bucket can have its own:
- Subject, header, and message body.
- CC and BCC recipients.
- Template wording appropriate to the age of the debt.
Use preview and test send before enabling automatic delivery.
Approval setting
- Auto-approve on: Eligible statements are sent automatically.
- Auto-approve off: Eligible statements are staged for a firm user to review, approve, or skip.
If auto-approve is off and no one reviews the queue, statements remain staged and clients receive nothing.
Exclusions and recipient controls
Exclude clients or disable recipients who should not receive collection statements. An exclusion takes priority over an otherwise eligible invoice, so check exclusions first when a statement does not generate.
How Aiwyn decides whether to send
- Aiwyn gathers unpaid invoices for each eligible recipient.
- It checks the invoices against the firm's aging triggers.
- It checks the balance threshold and the credit and late-fee options.
- It checks exclusions, recipient status, throttling, and the next allowed send date.
- It builds the statement from the applicable aging-bucket template.
- It either sends automatically or stages the statement for review.
Common reasons a statement does not send
- The recipient or client is excluded or disabled.
- No invoice matches a trigger and no periodic fallback applies.
- The balance is below the threshold.
- The throttle window has not elapsed.
- The statement is staged because auto-approve is off.
- Delivery failed because the email address is invalid.