Kolleno Product Feature Library
Detailed guides for advanced configuration and platform wide features.
Payment Plans
Your go-to resource for using payment plans in Kolleno.
How to Set Up a Payment PlanCreate and manage flexible payment plans with single or multiple invoices in just a few steps.
How to Build Automations for Payment Plan Creation, Reminders, and CompletionAutomate workflows for payment plan creation, reminders, and overdue follow-ups.
How to View, Edit, or Cancel a Payment PlanManage, update, or cancel active payment plans anytime from the customer's hub in just a few clicks.
Tag Manager
Tags
Managing Tag CategoriesCreate, edit, and remove tag categories.
Creating a New TagCreate a new custom tag from the Tag Manager.
Managing Customer TagsHow to view, edit, delete, and manage customer tags from the Tag Manager.
Display Tags by Category as Separate ColumnAdd custom columns to show customer tags by category directly in the Customers table.
Requesting Tag Categories as Custom ColumnsRequesting Tag Categories as Custom Columns
Filters
All you need to know about filters in Kolleno
BasicsUnderstand how filters work across Kolleno and learn fundamental filtering concepts.2 articles
Date & Time FiltersUse dynamic date filters, days due/overdue calculations, and time-based filtering for invoices and customer activities.3 articles
Customer FiltersFilter customers by contact details, communication history, activity dates, and workflow status.4 articles
Contact & User FiltersFilter by contact creation/modification dates and find deactivated users in the system.2 articles
Invoice FiltersFind unsent invoices, filter by days overdue, and calculate customer balances using invoice filters.2 articles
Payment Plan FiltersFilter payment plans by installment due dates and track upcoming or overdue installments.2 articles
Workflow Filters Advanced filters for workflows including customer groups, invoices, payments, payment plans, payouts, emails, and contacts.6 articles
Advanced/SpecializedDynamic filters for customer portals and statements, plus ERP-specific filtering like NetSuite boolean filters.2 articles
Organization
Aggregate your various instances into one dashboard and reporting screen
Access Organization DashboardA consolidated view of financial performance across multiple companies, offering aggregated reports and cross-entity visibility.
General Statistics - Organization DashboardUnderstand how to read the General Statistics section of the Organization Dashboard.
Performance Breakdown - Organization DashboardSee all the key figures on the performances of all your entities.
Reports - Organization DashboardDownload aggregated reports across your multiple companies/entities.
Companies Selector - Organization DashboardSelect the companies that you want to view on your Organization Dashboard.
Currency Selector - Organization DashboardView the figures in a specific currency on your Organization Dashboard.
Communication
Instructions on how to initiate communication and the different communication types available on the platform
General Overview and general concepts for using Kolleno's communication features across all channels.1 article
OverviewIntroduction to Kolleno's communication system and how to send messages across different channels.1 article
Unassigned communicationsManage, assign, download, and delete communications that haven't been automatically linked to a customer.5 articles
EmailSet up email accounts, manage email profiles, and troubleshoot email connection issues in Kolleno.5 articles
PhoneConnect phone numbers, make calls, use automated attendants, and troubleshoot phone call issues.3 articles
SMSSet up SMS communications and troubleshoot failed message deliveries.1 article
Templates & Smart FieldsUse smart fields to personalize communications, display tags, and customize message templates.2 articles
Rich Text EditorUnlock the power of the Kolleno Rich Text Editor for richer content.14 articles
Emails
Anything related to receiving/sending emails
Email setup and connectionHow to connect your email accounts to Kolleno and configure multiple profiles5 articles
Email profile managementControl which users and portfolios can use specific email profiles2 articles
Reconnecting email accountsFix disconnected email integrations and re-establish connections6 articles
Sending manual emailsHow to manually send emails from Kolleno with various attachments6 articles
Receiving and processing emailsHow Kolleno handles incoming emails and assigns them to customers6 articles
Email features and trackingEmail tracking, drafting assistance, and template customization4 articles
Email deliverability and spamConfigure settings to ensure emails reach customer inboxes3 articles
Email errors and troubleshootingSolutions for bounced emails, blocked sending, and attachment errors4 articles
Payments
Manage payment methods, automatic charging, refunds, and payment provider integrations.
Do you have a customer who is experiencing issues making card payment?A customer is struggling to make payment online via customer portal
Payment MethodsLearn how to add and manage payment methods for your customers in Kolleno.
How to Connect Open BankingThis article will take you through how to set-up your account to accept open banking payments via the customer portal
Payment Method Priority - Automatic Charging
How to connect my Blink Account?In this article, we will discuss the benefits of connecting a Blink account and how to connect your account on the platform
How to upload a Fastpay bounce file?This article will go through the simple steps to upload a FastPay bounce file into your Kolleno system.
How to export a Fastpay CSV file?This article will go through the simple steps to export and download a FastPay CSV file from your Kolleno system.
Stop a Customer or Invoice to get paid automaticallyStop a specific customer or invoice to get charged on the payment method on file.
What Exchange Rates are used?This article explains what exchange rates are used in Kolleno.
Who triggered the payment?Find out who or what triggered a payment going through Kolleno.
View Payment Synchronization StatusCheck the synchronization details about payment charges and your ERP.
How to issue a refund from KollenoYou may need to refund a customer for a payment, you can do that via the Kolleno Payments tab within your customer
Understanding Open Banking Testing with Modelo SandboxOpen banking payments made through the Bank Modelo Sandbox environment will remain in "PENDING" status by design, as this testing environment is built to validate your integration rather than complete…
Viewing Payment Service Provider (PSP) PayoutsQuickly view PSP payouts and check synchronization with your ERP system.
Viewing Kolleno Payments (PSP Payments)Easily access PSP payments and manage refunds or ERP synchronization.
Viewing ERP PaymentsQuickly access and review payments as recorded in your ERP system.
Capturing Overdue Invoices Automatically During Payment RunsSet how many days past due to include overdue invoices in automatic payment runs.
Payment Report and Invoice Balance Breakdown DetailsClick the three-dot menu on an invoice and select "Payment report" to view payment details.
Add Preferred Method of PaymentSet a preferred payment method in the Customer Hub or Portal under Payment Methods settings.
Charge Card or Direct Debit on FileProcess saved payment methods and apply surcharges
Can I Increase the Payment Limit for All Payments?Payment limits are set by your provider (e.g. Stripe). Contact them to request an increase.
Blocking Invoice Payments Over the Open BalanceControl whether customers can submit payments higher than the remaining invoice balance.
Why Are My Invoices in "Payment – Pending" Status?Find out why your invoice shows "Payment – Pending" and how to check payment sync status after it's paid.
View Payout Synchronization StatusCheck the synchronization details between payouts and your ERP.
Excluding invoices from automatic chargingKeep flexibility with payments by excluding specific invoices from auto-charge, such as those disputed or paid via bank transfer.
Charge Payment Method on Customer PortalAllow your customers to charge the apyment methods on file,
Auto-charge payment methodUnderstand how to set the auto-charge payment method on file between Auto detect,
Request for Automatic Notes for Successful Payment ChargesRequest support to enable automatic notes for successful payment charges.
Managing Refunds in SFTP-Connected EnvironmentsRefunds via Kolleno interact with invoices and how to automate synchronization using API or workflow integrations.
Customizing Net Balance ChargesHow net balance charges are calculated and how to request changes to which credit types are included.
Assign several Customers to a UserBulk action to assign several users in one go.
Mark several Customers as chasing or pausedBulk action to (un)mark several customers chasing status in just a few clicks.
Change the Credit Utilisation Alert in bulk for CustomersBulk action to change the Credit Utilisation Alert of several customers at once.
Change the Credit Limit Amount in bulk for CustomersBulk action to change the Credit Limit Amount of several customers at once.
Create Strikes and bulk change the Strike Level for several CustomersBulk action to change the Strike Level of several Customers at once.
Mark several Invoices as chasing or pausedBulk action to (un)mark several invoices chasing status in just a few clicks.
Bulk Snooze for the TasksBulk snooze your items in the Tasks Manager to get reminders later.
Bulk Dismiss your TasksBulk dismiss your items in the Tasks Manager to remove them from your To-Do list.
Assign several Tasks to a UserBulk action to assign several users in one go in the Tasks Manager.
Change the Due Date for several TasksBulk Action to change the due date of several items at once in the Tasks Manager.
How to Bulk Charge Invoices from KollenoCharging invoices in bulk has never been easier with Kolleno’s bulk action feature for charging invoices.
Bulk Actions to Add TagsApply a tag in bulk to multiple customers or invoices in Kolleno.
Bulk Action to Remove TagsRemove a tag in bulk from multiple customers or invoices in Kolleno.
Table Views
The ability to reorder and hide columns, plus save and share filters
Table Views - OverviewThe ability to reorder and hide columns, plus save and share filters
Table Views - Quick FiltersHow to save quick filters
Table View - Creating a table viewHow to save filters and mark views as favorites
Table View - Share table viewsHow to share table views with your team
Table Views - Customize columnsMoving and hiding columns in your table view
Understanding the "Days Late" and "Days Due" Columns in Invoice Table Views"Days late" shows overdue days; "Days due" also shows negatives for upcoming due dates.
Table Views: Reset Required After Column ChangesIf table columns change, reset the view to refresh columns. A page reload is not enough.