Available for: companies collecting by Direct Debit through GoCardless.
Who can set it up: Admins.
What it does
Normally, Kolleno collects each Direct Debit invoice on its own due date. If a customer has five invoices falling due across a week, they see five separate collections on five different days.
With Consolidated weekly collection, you pick one weekday for collection. For the customers you choose, every invoice that fell due in the 7 days leading up to that weekday is collected on that single day instead.
Three things to know before you start:
Invoices are still collected as separate payments, one per invoice. The amounts are not added together into a single charge. What changes is the date: they all land on the same day, so your customer sees them together on their bank statement rather than spread across the week.
It is opt in, customer by customer. Turning it on for your company sets the schedule but changes nothing on its own. You then choose which customers should follow it, so it works as an exception list rather than a change for everyone.
Collection is never taken earlier than the Direct Debit notice period allows. If your chosen day falls too soon for a particular invoice, Kolleno waits until the earliest date GoCardless permits.
Step 1: Choose your collection day
This sets the weekly schedule for your company. It decides which day collection happens on for every customer you add to the feature.
Go to Settings → Integrations.
Find your GoCardless connection and select Configure automatic payments.
Switch on Consolidated weekly collection.
A Nominated collection day dropdown appears. Choose a day from Monday to Friday.
Select Save.
Good to know
You will only see this option on a GoCardless connection. It is not available for card providers such as Stripe or Adyen.
Only Admins can see or change it.
You cannot save without choosing a day. Save stays greyed out until you pick one.
If you switch the feature off, your chosen day is cleared. Turn it back on later and you will be asked to choose again, so an out of date day is never applied without you knowing.
Changing the day affects future collections only. Payments already on their way to your customer's bank keep the date they were given.
Step 2: Choose which customers it applies to
Nothing changes for any customer until you add them. You can do this one at a time, or in bulk.
One customer at a time
Open the customer in the Customer Hub.
Go to their Settings.
Select the cog icon beside the payment settings to open Charging settings.
Switch on Consolidated weekly collection.
The change takes effect straight away, there is nothing further to save.
Good to know: Charge on Net Balance comes first. If a customer is charged on their net balance, that is what happens, and consolidated weekly collection has no effect for them. So:
While Net Balance is on, you cannot switch consolidated collection on. The toggle is greyed out and explains why when you hover over it.
If both are somehow on, you will see a note telling you the consolidated setting is currently inactive, because Net Balance is what is being applied.
You can always switch consolidated collection off, so a customer can never get stuck with it on.
Several customers at once
Go to your Customers list.
Tick the customers you want to change.
Open the bulk action and choose Consolidated weekly collection.
Set the switch to Enabled, or Disabled to take customers back off the schedule.
Confirm.
Good to know
Only Admins see this option in the bulk action list.
There is deliberately no "apply to all customers" option here. You always tick the customers you mean, so you cannot put your whole ledger on the weekly schedule by accident.
Every change is recorded on the customer's activity, so you can always see who added or removed a customer, and when.
What happens next
Once a customer is on the weekly schedule, Kolleno handles the rest. Here is what to expect.
Which invoices go into which week
Kolleno takes each invoice's due date and moves it forward to your chosen day.
If you chose Friday:
Invoice due | Collected on |
Saturday 1st | Friday 7th |
Tuesday 4th | Friday 7th |
Friday 7th | Friday 7th, the same day |
Saturday 8th | Friday 14th |
So each collection day gathers the invoices that came due during the 7 days ending on it.
Collections are never early, but they can be later
Direct Debit rules require your customer to be given notice before money is taken. If your chosen day arrives too soon for that notice to be given, Kolleno collects on the earliest date allowed instead.
This also explains one thing that can look surprising: if an invoice is already overdue when you add the customer to the schedule, its collection day has already passed. Rather than waiting a whole week, Kolleno collects it on the next available date. From then on, that customer's invoices follow the weekly pattern as normal.
You do not need to be in Kolleno on the day
Collections are prepared automatically in the background, and Kolleno keeps looking for invoices due in the current week right up to the collection day. Nobody needs to log in, run anything, or approve the collection for it to go ahead.
An invoice is only ever collected once. Once a collection has been arranged against an invoice, it will not be picked up again.
What is not affected
Consolidated weekly collection only changes scheduled Direct Debit collection of individual invoices. These are unchanged:
Customers set to Charge on Net Balance, who are charged on their overall balance rather than invoice by invoice.
Payment plans and instalments, which keep to their agreed dates.
One off payments you take yourself from within Kolleno, which are collected as soon as possible.
Retries after a failed collection.
Card payments of any kind.
What your customers see
Your customers keep receiving the same automatic payment emails as before, and those emails follow the date the money will actually be taken. Because that is now your chosen weekly day, the notice they get lines up with the grouped collection rather than with each invoice's own due date.
Turning it off
For one customer: switch Consolidated weekly collection off in their charging settings, or use the bulk action set to Disabled. Their future invoices go back to being collected on their own due dates.
For your whole company: switch the feature off in Configure automatic payments. Everyone goes back to collection on individual due dates, and your chosen day is cleared. Your customer selections are kept, so if you turn it back on later you only need to choose a day again.
Either way, collections already on their way to the bank keep their date. Turning the setting off stops future collections from being grouped, it does not cancel or move payments already in progress.