Auto-reply to Emails via Workflows, Allow your Customers to Apply Balances and a Lot More

We’re thrilled to share our latest product enhancements that focus on empowering both your team and your customers with greater control and efficiency. Our newest release introduces several key features that streamline accounts receivable operations, enhance communication capabilities, and improve workflow management.

A standout addition is our enhanced Customer Portal, which now allows customers to manage their credit notes and payments with a greater flexibility. We’ve also introduced smart, context-aware field suggestions that make email composition more intuitive, and new bulk management features that save valuable time in portfolio administration.

From automated email workflows to improved reporting capabilities, these updates reflect our commitment to making your accounts receivable processes more efficient and user-friendly. Let’s dive into the details of what’s new:

1. Allow your Customers to Apply Credit Notes and Payments to the Invoices of their Choice
2. Download Email from Unassigned Communications
3. Auto-reply to Emails via Workflows
4. Context-aware Smart Fields Suggestions
5. Bulk Assign or Unassign Customers from Portfolios
6. Color for User’s Initials in the Task Manager
7. Attach Files to Bulk Communications
8. Link Payments to your Communications, Notes, and Tasks
9. Changes to Reports

1. Allow your Customers to Apply Credit Notes and Payments to the Invoices of their Choice

Kolleno is excited to introduce a new feature in the Customer Portal that lets customers manage credit notes, prepayments, and overpayments with ease. By enabling the options to display credit notes and payments, and allowing customers to request the application of these to specific invoices, businesses can enhance transparency and streamline the payment application process. This self-service capability not only improves the customer experience but also reduces administrative tasks for your team.

Once activated, customers can select outstanding invoices and request the application of available credit notes or unapplied payments. These requests are then visible on the customer’s timeline, where your team can choose to apply or reject them within your ERP system. This collaborative approach ensures accurate and efficient account management, fostering stronger customer relationships and optimizing your accounts receivable operations.

You can learn more on the Help Centre for ‘Apply Credit Notes and Payments‘.

2. Download Email from Unassigned Communications

This is a new feature that allows users to download unassigned emails directly from the platform. This functionality enables efficient management of incoming communications by providing a straightforward method to access and review emails that have not yet been assigned to specific team members or categories.

3. Auto-reply to Emails via Workflows

Now you can create auto-reply workflows, enabling businesses to automatically acknowledge incoming customer emails. By setting up an “Email Received” workflow with a filter for non-empty body text and selecting an appropriate email template, companies can promptly inform customers that their messages have been received and provide expected response times. This feature helps manage customer expectations and enhances communication efficiency.

4. Context-aware Smart Fields Suggestions

We’re excited to announce an enhancement to the context-aware smart field menu in Kolleno. This update significantly improves the user experience when referencing smart fields in emails by dynamically tailoring suggestions to the context of your selection.

Previously, the menu displayed a fixed list of five generic options, regardless of the content or transactions selected. With this update, the menu now intelligently adapts based on the context. For example, if you’ve added invoices or credit notes, the smart field menu prioritizes relevant tags for those items, making it easier and faster to find the fields you need. This smarter, context-driven approach ensures users can efficiently compose accurate, data-rich emails with minimal effort.

5. Bulk Assign or Unassign Customers from Portfolios

This new feature allows users to efficiently manage customer assignments within portfolios. By navigating to the Customer list, selecting the desired customers, and utilizing the “Bulk Action” option, users can now assign or unassign multiple customers to or from specific portfolios simultaneously.

This enhancement streamlines the organization of customer portfolios, saving time and improving workflow efficiency.

6. Color for User’s Initials in the Task Manager

Now admins can assign specific colors to users, enhancing task management visibility. Within the Collector Tasks tab, tasks assigned to users are marked with colored circles for easy identification. Admins can customize these colors by navigating to ‘Users & Permissions,’ selecting ‘Edit user details’ for a specific user, and entering a desired color code. This customization aids in quickly distinguishing user assignments and streamlining workflow.

7. Attach Files to Bulk Communications

Send one or several files to your customers in bulk using the file attachment feature in Bulk Communications.

8. Link Payments to your Communications, Notes, and Tasks

When linking transactions (such as invoices and credit notes) to your Email, SMS, Phone call, Note, and Task:

you can now also link your ERP payments:

it will show the payment related, here, to the email you just sent:

9. Changes to Reports

• User Activity report – the newly added columns are “Tasks Due (assigned)”, “Tasks Open (assigned)”, “Tasks Completed”, “Days to Complete Tasks”.

• Detailed Aging report – a new column “Date Promise to Pay Due” as well as improvement to the “Latest Note” column that now excludes Kolleno-generated notifications (therefore, only users written notes are shown as Latest Note).

• Aging Debtors report – improvement to the “Latest Note” column that now excludes Kolleno-generated notifications (therefore, only users written notes are shown as Latest Note).

We hope you’re loving this round of updates! As always, there’s plenty more in the pipeline, so stay tuned. If you’d like to learn more about these features, join our monthly customer workshop—we’d love to see you there. And if you have any urgent questions, our Customer Success team and Support at Kolleno are always here to help!