Help & Onboarding

New accounts need administrator approval before they can access the workspace. A Credit & Collections administrator activates your account and assigns your role on the Users page. You will see a “pending activation” screen until then. The very first account ever created on the system becomes the Super Administrator automatically.

If email confirmation is enabled, check your inbox for a confirmation link sent by Supabase. If you don’t see it, check your spam folder. Once confirmed, you can sign in.

Navigation is role-based. You only see the modules your role can use — for example, Finance Encoders see Payments and Imports, while Legal Viewers see only Legal Escalations. If you need broader access, ask an administrator to adjust your role.

The reminder engine matches every open receivable to a stage based on days before/after its due date (default: 30, 15 and 5 days before; on the due date; and 5, 15 and 30 days after). On the Automated Notices page, "Generate notices" queues the applicable notices and "Send queued notices" dispatches them. Duplicates for the same receivable, stage and channel are prevented automatically. The schedule and templates are editable in the UI — no code changes needed.

The payment is allocated to the account’s open receivables, oldest due date first. Fully settled receivables are marked Paid and all their pending reminders are cancelled automatically. Partial payments set the receivable to “Partially Paid” and reminders continue on the remaining balance. Overpayments remain as an unapplied amount on the payment record and posting can be reversed if a mistake is made.

Grace period, temporary and permanent suspension can be applied from an account’s detail page; thresholds (days after due date) are configurable in Settings. Temporary and permanent suspensions are flagged for manual review. Medical and Underwriting viewers can verify any member’s standing on the Suspensions page.

From an account page, click “Refer for demand letter review”. This creates an entry in the Legal Escalations queue with the outstanding balance, days overdue, notices sent and payment history. A supervisor must approve each step — no demand letter is ever sent automatically.

Use the Imports module to upload Excel (.xlsx) or CSV files for Accounts, Receivables or Payments. The wizard lets you map your columns to system fields, validates every row, detects duplicates (both within the file and against existing records), and shows a per-row error report. Records are never overwritten silently.

Version 1 records every notice send in the system, but real Email/SMS/Viber delivery requires provider credentials (e.g. SendGrid, Twilio, Viber Business). Until a provider is configured and its test passes, the mock adapter is used and no real messages leave the system. See Settings → Communication Providers.

Yes. Account edits, receivable changes, payment posting and reversal, notice generation and sending, suspension changes, legal escalations, role changes, imports and settings changes are all written to the audit log with the acting user and timestamp.