Customer Filters: Control workflow behaviour at the individual account level. Use them to escalate based on overdue balances, credit limit utilisation, or last activity. They ensure customers are chased or excluded appropriately, depending on their risk and status.
Group Filters: Apply workflows at the parent or group account level. They consolidate balances across multiple customers, respect group-level pause flags, and enable group-wide chasing or escalation. This prevents fragmented actions across related accounts.
Customer Filter List:
Filter name | What it detects | Example use case |
Account owner | The user assigned to the customer | Assign manual call tasks to the owner |
Allow Surcharges | Whether surcharges are allowed on the customer | Send surcharge terms only where allowed |
Automatic Payment method | Type of auto‑payment enabled | Enrol auto‑charge customers in reminder‑light flows |
Average days late | Avg. days a customer takes to pay | Prioritise follow‑ups for >30 days late |
Balance due | Sum of all coming‑due invoice balances | Pre‑dunning before due date |
Balance overdue | Sum of all overdue invoice balances | Escalate when any overdue exists |
Balance overdue 1‑30 | Overdue balance 1–30 days | Gentle first reminder |
Balance overdue 31‑45 | Overdue balance 31–45 days | Second, firmer reminder |
Balance overdue 31‑60 | Overdue balance 31–60 days | Progressively escalate tone |
Balance overdue 46‑60 | Overdue balance 46–60 days | Add call task |
Balance overdue 61‑90 | Overdue balance 61–90 days | Final notice before collections |
Balance overdue 91 over | Overdue ≥90 days | Legal/collections hand‑off |
Balance total | Sum of all open records (invoices − credit notes − payments ± journals) | Catch unusually high exposure |
Contact details available | At least one contact exists | Exclude records lacking contacts |
Country | Customer country (ERP or company default) | Route to regional collector |
Credit Limit | Customer credit limit | Warn team when balance nears limit |
Credit Limit Utilisation % | % of limit currently utilised | Trigger alert at >80% utilisation |
Customer chasing paused | “Pause chasing” flag on customer | Exclude from dunning flows |
Currency | Account currency | Use currency‑specific templates |
Customer days source created | Days since customer was created in ERP | Onboarding nurture in first 30 days |
Customer group parent | Top account in the customer group | Target parent accounts only |
Customer invoices count | Total invoices on account | Create statements for high‑volume accounts |
Customer name | Customer name (person or company) | Whitelist/blacklist specific entities |
Customer portfolios | Portfolio membership (segmentation) | Run tailored sequences per portfolio |
Customer reference | Customer/account reference number | Target a known subset via references |
Customer Source ID | ID from synced ERP | Align to ERP lists for cleanup |
Date of Company last action | Your company’s last action | Re‑engage if no action in 14 days |
Date of Company last communication | Last email/SMS/call from company | Avoid double‑emailing within 24h |
Date of Company last manual communication | Last manual email/SMS/call | Trigger task if >7 days inactive |
Date of Customer last action | Customer’s last action (e.g., payment, reply) | Stop reminders right after a payment |
Date of Customer last communication | Customer’s last reply/call | Escalate if no reply in 5 days |
Date of last action (both) | Latest of company or customer action | “Do not disturb” cooling‑off logic |
Date of last payment received | Last payment date in Kolleno | Send “thank‑you” or receipt |
Days overdue—most overdue invoice | Max days overdue on account | Escalate based on worst delinquency |
Email address available | Valid email exists | Switch to call/SMS if false |
Rating | Platform rating (A–D) | High‑risk (D) to collections |
Open invoices | Count of invoices with balance | Create consolidated statement |
Open invoices due | Count of not‑yet‑due invoices | Pre‑dunning batch |
Open invoices overdue | Count of overdue invoices | Activate dunning sequence |
Overpayments | Unapplied payment amounts | Ask to allocate or refund |
Payment Method | Card/DD on file vs none | Auto‑charge group if method exists |
Payment Method Status | Active vs inactive payment method | Nudge to re‑authorise mandate |
Phone number available | Phone present on contact | Create call tasks |
Prepayments | Any prepayments on account | Net off before chasing |
Strike | Strike count (1–10) | Increase severity at strike ≥3 |
Total amount unallocated | Prepayments + Overpayments | Remind AR team to allocate |
Customer Group Filter List:
Filter name | What it detects | Example use case |
Balance due | Group‑wide due balance | Group statements to parent |
Balance overdue | Group‑wide overdue | Group‑level escalation |
Balance total | Group‑wide total invoice balance | Portfolio risk view |
Chasing paused | Group “pause chasing” flag | Exclude paused groups |
Credit limit | Group credit limit | Monitor near‑limit exposure |
Credit limit Utilisation % | % of group limit used | Alert at 80%+ utilisation |
Cust Group days overdue—most overdue invoice | Max days overdue in group | Escalate collections |
Cust Group open invoices due | Open, not‑yet‑due count (group) | Pre‑dunning at group level |
Cust Group open invoices overdue | Open overdue count (group) | Bundle comms per group |
Cust Group Tags | Tags on group | Segment by region/brand |