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Smart Statements Staged for Review

Maggie Shipley
Updated

Firms that review collection reminders manually can work through the queue of staged smart statements and decide, client by client, whether to send or skip each statement.

Before you start

  • These steps apply only when your Collection Settings put statements in a manual review process. When statements send automatically, nothing stages and the review statuses do not appear.
  • You need these Firm User permissions:
    • Edit And Send Statements
    • View the Collections module
    • View collections
  • Statements stage and are ready for review between 11am and 2pm Eastern, Monday through Friday. This schedule also runs on US holidays.
  • Each staged statement must be handled individually. There is no bulk approve or bulk skip action.
  • No statement sends unless you approve and send it.

Steps

  1. Go to Collections in the left-hand menu of the Firm Portal.
  2. Look for client statements tagged Review in red. That statement is staged and waiting on you.
    • Skipped, in grey — the statement was skipped. You can undo the skip and then send the statement.
    • Paused, in grey — the client has been disabled from receiving statements.
    • Deactivated, in grey — the staged statement was wiped by Aiwyn support at the firm's request. The tag clears once one of the client's invoices meets a statement trigger again.
  3. Open the client's staged statement and review it.
  4. Decide what to do with it:
    • Select Approve and Send to send the statement to the client contacts enabled to receive statements.
    • Select Skip Statement to skip it for now. If needed, you can undo the skip and send the statement later.
  5. Repeat these steps for each staged statement. Statements cannot be approved or skipped in bulk.
  6. Re-check the queue after each staging run for newly staged statements and for updates to statements you have not yet sent or skipped.
  7. To clear the entire queue rather than work through it, email support@aiwyn.ai. Allow two business days—the request has to be escalated to Senior Support or Implementation staff, so send it no sooner than two days before you want the statements wiped.

Related

  • How Aiwyn invoice emails work
  • Payments configuration options
  • Email routing options
  • The bounced email report

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