Debt Recovery & Collections

How Collection Works

BlueRockTEL supports two collection methods:

SEPA Direct Debit

For customers who have signed a SEPA mandate, BlueRockTEL submits direct debit instructions to your bank automatically when invoices are generated. The customer's bank account is debited on the due date (minus the mandatory pre-notification period, typically 5 business days).

Manual / Stripe

For customers paying by card or bank transfer:

• A payment link is included in the invoice email (Stripe)
• Or the customer initiates a bank transfer independently

Setting Up a SEPA Mandate

1. Navigate to the customer's account page
2. Click Payment Settings → Add SEPA Mandate
3. Enter the customer's IBAN and mandate reference
4. Save

Once a mandate is active, all future invoices for this customer are collected automatically. Existing unpaid invoices can be collected manually by clicking Collect via SEPA on the invoice.

Dunning Sequences

A dunning sequence is an automated series of reminders sent to customers who have not paid by the due date. BlueRockTEL ships with a default sequence:

You can customise the sequence timing, email content, and whether to automatically suspend service at a specific step.

Creating Custom Sequences

1. Navigate to Debt Recovery → Dunning Sequences
2. Click New Sequence
3. Add steps: set the day offset, action type (email, suspension, escalation), and template
4. Assign the sequence to a customer segment (all customers, or specific account tags)

Tracking Receivables

The Debt Recovery dashboard shows:

• Receivables by age — 0–30 / 30–60 / 60–90 / 90+ days outstanding
• Top overdue accounts — the customers with the largest outstanding balances
• Collection rate this month — % of invoiced amount collected on time

Suspending and Reinstating Service

If a customer remains unpaid after your dunning sequence completes, you can suspend their service:

1. Open the customer's account
2. Click Suspend Service
3. Select which services to suspend
4. BlueRockTEL sends an automated suspension notice to the customer

When payment is received:

1. Open the invoice and mark it as Paid
2. Click Reinstate Service
3. Services are reactivated and the customer is notified

Reconciliation

All payments received — whether via SEPA, Stripe, or manual bank transfer — must be reconciled against the corresponding invoices. Navigate to Debt Recovery → Reconciliation to:

• Import bank statements (CSV or CAMT.053)
• Match transactions to invoices automatically (by amount and reference)
• Manually match any unmatched transactions