To simplify the process of sending out written communication on the platform Kolleno has incorporated the use of smart fields to pull through information from the system automatically.
When typing up communications on the platform you can bring up a full list of smart fields available by typing in “{{“. To add the smart field in the communication just select “+”
Please also see below a list of some of the smart fields and descriptions:
{{ customer.currency.iso }} : The currency code i.e. GBP, USD,EUR
{{ customer.currency.symbol }} : The currency symbol
{{ customer.balance }} : Total customer balance outstanding
{{ customer.balance_overdue }} : Total customer overdue balance
{{ customer.balance_overdue_more_than_30_days }} : Customer overdue debt in the 30 aging bracket
{{ customer.balance_overdue_more_than_60_days }} : Customer overdue debt in the 60 aging bracket
{{ customer.balance_overdue_more_than_90_days }} : Customer overdue debt in the 90 aging bracket
{{ customer_portal.url }} : Link to the customer portal
{{ customer_portal.hyperlink }} : Hyperlink to customer portal appears as “here”
{{ invoices_list }} : List of all invoices outstanding
{{ invoices_table }} : Table of all invoice outstanding with detail
{{ invoices.0.date_invoice }} : Invoice Date
{{ invoices.0.date_due }} : Invoice Due date
{{ invoices.0.days_overdue }} : Number of days invoice is overdue
Example: We currently have an overdue balance of {{ customer.currency.symbol }}{{ customer.balance_overdue }} please pay {{ customer_portal.hyperlink }}
More information about smart fields:
The “list” smart field follow a numbering system starting at 0 such as:
{{ invoices.0.date_due }} // date due of the first invoice in the list
{{ invoices.1.date_due }} // date due of the second invoice in the list
The tables below have 2 columns: the left one is the explanation, the right one is the smart field to use within the double-curly brackets: {{ }}
Please note that in addition to the smart fields, there are many different mathematical operations, conditional arguments, loops, formatting, and integration specific smart fields that exist. Please refer to additional help articles or contact your account manager with the data you wish to add to your templates.
Customer:
Name | customer.name |
Reference | customer.ref |
Address | customer.address |
Currency (ISO) | customer.currency.iso |
Currency (symbol) | customer.currency.symbol |
Balance | customer.balance |
Balance Due | customer.balance_due |
Balance Overdue | customer.balance_overdue |
Balance Overdue by more than 30 days | customer.balance_overdue_more_than_30_days |
Balance Overdue by more than 60 days | customer.balance_overdue_more_than_60_days |
Balance Overdue by more than 90 days | customer.balance_overdue_more_than_90_days |
Extra Data: any additional information your account has in a JSON format. Please speak with your account manager. | customer.extra_data.something |
Balance of all Linked Customers | customers_linked_balance |
A Pre-Built Table of Balances per Customer (for all the linked ones) | customers_linked_subtotals_table |
Customer Portal:
Insert links to the Customer Portal directly in your communications:
Raw clickable URL with “https” | customer_portal.url |
Clickable Hyperlink “here” | customer_portal.hyperlink |
Credit Notes:
The “list” smart field:
Credit Notes Selected | credit_notes.0.something |
All Credit Notes with Amount Remaining (not the voided ones) | credit_notes_all.0.something |
All Credit Notes with Linked Customers (not the voided ones) | credit_notes_all_linked.0.something |
The “something” can be replaced by any of these:
Reference | ref |
Amount | amount |
Amount Remaining | amount_remaining |
Currency (ISO) | currency.iso |
Currency (symbol) | currency.symbol |
Date Issued | date_issued |
Pre-made bullet point enumerations:
Credit Notes Selected - Bullet Points | credit_notes_list |
All Credit Notes with Amount Remaining (not the voided ones) | credit_notes_all_list |
All Credit Notes with Linked Customers with Amount Remaining (not the voided ones) | credit_notes_all_linked_list |
Pre-made tables with the credit notes:
Credit Notes Selected - Table | credit_notes_table |
All Credit Notes with Amount Remaining (not the voided ones) | credit_notes_all_table |
All Credit Notes with Linked Customers | credit_notes_all_linked_table |
Invoices:
Normal smart field:
Invoices Selected Total Balance | invoices_balance |
Count Invoices Selected | invoices_count |
Count Invoices Selected Due | invoices_due_count |
Count Invoices Selected Overdue | invoices_overdue_count |
The “list” smart fields:
Invoices Selected | invoices.0.something |
Invoices Selected Due | invoices_due.0.something |
invoices Selected Overdue | invoices_overdue.0.something |
All Invoices (neither paid nor closed nor paused) | invoices_all.0.something |
All Invoices Due (not paused) | invoices_all_due.0.something |
All Invoices Overdue (not paused) | invoices_all_overdue.0.something |
All Invoices with Linked Customers (neither paid nor closed nor paused) | invoices_all_linked.0.something |
All Invoices Due with Linked Customers (not paused) | invoices_all_linked_due.0.something |
All Invoices Overdue with Linked Customers (not paused) | invoices_all_linked_overdue.0.something |
The “something” can be replaced by any of these:
Reference | ref |
Date Invoice Issued | date_invoice |
Date Due | date_due |
Amount | amount |
Balance | balance |
Number of Days Overdue | days_overdue |
Payment Status | payment_status |
Pre-made bullet point enumerations:
Invoices Selected - Bullet Points | invoices_list |
Invoices Selected Due - Bullet Points | invoices_due_list |
Invoices Selected Overdue - Bullet Points | invoices_overdue_list |
All Invoices - Bullet Points | invoices_all_list |
All Invoices Due - Bullet Points | invoices_all_due_list |
All Invoices Overdue - Bullet Points | invoices_all_overdue_list |
All Invoices with Linked Customers - Bullet Points (neither paid nor closed nor paused) | invoices_all_linked_list |
All Invoices Due with Linked Customers - Bullet Points (not paused) | invoices_all_linked_due_list |
All Invoices Overdue with Linked Customers - Bullet Points (not paused) | invoices_all_linked_overdue_list |
Pre-made tables with the invoices:
Invoices Selected - Table | invoices_table |
Invoices Selected Due - Table | invoices_due_table |
Invoices Selected Overdue - Table | invoices_overdue_table |
All Invoices - Table (neither paid nor closed nor paused) | invoices_all_table |
All Invoices Due - Table (not paused) | invoices_all_due_table |
All Invoices Overdue - Table (not paused) | invoices_all_overdue_table |
All Invoices with Linked Customers - Table (neither paid nor closed nor paused) | invoices_all_linked_table |
All Invoices Due with Linked Customers - Table (not paused) | invoices_all_linked_due_table |
All Invoices Overdue with Linked Customers - Table (not paused) | invoices_all_linked_ overdue_table |
Person:
This is the first person in the list of recipients. It has to be a Contact registered with the Customer.
First Name | person.first_name |
Last Name | person.last_name |
Email Address | person.email_address |
Phone Numbers (this is a “list” smart field) | person.phone_numbers.0.number |
Phone Number full format, with country code if missing from the default one above (this is a “list” smart field) | person.phone_numbers.0.full_number |
Transactions:
This is a “list” smart field:
Transactions Selected | transactions.0.something |
Transactions with Amount Remaining (not the voided ones) | transactions_with_amount_remaining.0.something |
The “something” can be replaced by any of these:
Reference | ref |
Amount | amount |
Amount Remaining | amount_remaining |
Currency (ISO) | currency.iso |
Currency (symbol) | currency.symbol |
Date Paid | date_paid |
Payment Charges:
This is a “list” smart field:
Payment Charges selected in the Workflow | payment_charges.0.something |
The “something” can be replaced by any of these:
Amount | amount |
Provider (eg. Stripe, GoCardless, Adyen) | provider |
Payment method | payment_method |
Currency (ISO) | currency.iso |
Currency (symbol) | currency.symbol |
Date Paid | date_paid |
Date Failed | date_failed |
Date Charged Back | date_charged_back |
Adyen Refusal Reason | adyen_refusal_reason |
Direct Debit Refusal Reason | direct_debit_failure_reason |
User:
This is the user sending the message. Please note if sending via automated messages, this will remain empty.
First Name | user.first_name |
Last Name | user.last_name |
Position | user.position |
Payment Gateway Smart Fields:
Input these smart fields into your templates and it will generate a link to the below payment gateways for that specific client. Side Note! This will also save their information to their customer profile on Kolleno
Stripe | {{ payment_method.card_setup_url }}
|
GoCardless | {{payment_method.bank_account_setup_url }} |