3.05.1 Debtor Management

Once debtor management is enabled (see 3.05 Debtor settings per HOA), reminders will automatically be sent to co-owners if there are outstanding payments.

Debtor management takes the following into account:

• Is there an outstanding invoice?
• Is there an outstanding balance?
  • If there are outstanding provisions and no payments have been made, the system will check whether there is an outstanding balance:
    • Yes: a reminder will be sent.
    • No: the balance is zero or below the minimum amount, and no reminder will be sent.

For each co-owner with an outstanding payment, one reminder will be sent, with an attachment that details the outstanding payments, including description and due date.

To check who has outstanding balances and who will receive communication, navigate to Financial -> Debtors in the sidebar. Here, you will see an overview with the following columns:

• Outstanding invoices
  • All requests to owners that have not been reconciled with a payment
• First reminder
  • Everyone who has received a first reminder
• Second reminder
  • Everyone who has received a second reminder
• Third reminder
  • Everyone who has received a third reminder
• Debt collection
  • If the co-owner has not paid after three reminders, you can move them to the debt collection column, after which you can take the necessary steps.

What do the buttons do?

Move directly to debt collection.

Move to manual flow.
Note: If you set the reminder to manual flow, no reminders will be sent automatically, and you must send them manually.

Move to automatic flow.
If you change a reminder from manual flow to automatic flow, reminders will be automatically sent to the owners again.

Move to the next column (only if in manual flow).

Pause a reminder.
If an owner is temporarily unable to pay, you can give them more time by pausing the reminders.

Example of an attachment added to a payment reminder: