Collection Flows determine how outstanding and overdue invoices are automatically followed up within Zero Friction. With a collection flow, you configure a fixed sequence of actions, such as reminders, communication, and collection fees, that are automatically executed when an invoice is overdue.
You can find this section via Configuration → Payments → Collection cycles.
Payment configuration rights are required to view and manage direct debit cycles.
Correctly setting up collection cycles is important to:
to follow up payment arrears in a timely manner
to standardize communication with customers
to apply collection costs correctly and consistently
What does this part show?
The Collection cycles page shows an overview of all configured collection cycles.
For each direct debit cycle card you will see:
Name of the collection cycle
Trigger delay: Number of days after the due date before the cycle starts
Step Overview: A visual representation of the steps (→) in order
Actions: Edit and Delete (visible on hover)
For each collection step you will see:
Step number and name
Trigger days: number of days after the previous step (or start of the cycle)
Communication Type: Email, SMS, Post, Manual or None
Cost Type: None, Fixed Amount, Percentage, or Graduated
Information icon with details about costs and VAT
Layout
Collection cycles (Flow)
A collection cycle consists of:
Name (for example Standard direct debit)
Start deferral: days after invoice due date
One or more steps, which are always performed in a fixed order
Collection steps
Each step contains:
Timing
Trigger days compared to:
the start of the cycle (first step), or
the previous step
Communication
Email – automatic email to the customer
SMS – text message (max. 456 characters, if enabled)
Post – physical letter (requires postal service configuration)
Manual – no automatic action
None – no communication
Costs
No costs
Fixed amount
Percentage of the outstanding amount
Graduated percentage with minimums and maximums
Actions
Users with appropriate rights can:
create direct debit cycles
change collection cycles
delete collection cycles (soft delete)
add, change, or remove steps
assign collection cycles to customers
manually close collection files
Behaviors & Logic
Structure of a collection cycle
A collection cycle is activated when:
an invoice has expired
the set start delay has expired
direct debit is enabled and a cycle is available
Example
Invoice due date: January 1st
Start delay: 7 days
Collection start: January 8
Execution of steps
Step 1 with Trigger Days = 0 starts immediately at the beginning of the cycle
Next steps will start after the set number of days since the previous step
Example timeline
Step 1 (0 days): January 8
Step 2 (7 days): January 15
Step 3 (14 days): January 29
Calculation of collection costs
Collection costs are calculated based on the outstanding amount at the time the step is performed.
Fixed amount
For example €25.00 excl. VAT
Percentage
For example, 5% of €1,000 = €50.00 excl. VAT
Graduated percentage
Different percentages per slice
Minimums and maximums per bracket are applied
VAT is always added based on the VAT code associated with the step.
Allocation of collection cycles
The system determines the collection cycle in the following order:
Customer-specific collection cycle
Standard collection cycle of the organization
No direct debit (if nothing has been set up)
The standard collection cycle is set via
Configuration → Payments → Preferences → Default collection cycle.
Automatic shutdown
Once the outstanding amount reaches zero, the system automatically closes the collection file
No further steps will be performed
Problem | Solution |
No collection cycles available | Create at least one direct debit cycle |
No standard collection cycle set | Set a default cycle in Payment Preferences |
Outstanding amount is €0 | Collection file closes automatically |
Collection cycle removed | Existing files continue to follow the original cycle |
Collection cycle does not start | Check if direct debit is enabled and the due date + start delay has passed |
Incorrect cycle applied | Check customer-specific settings |
No communication sent | Check communication type and SkipIfSdd setting |
Costs appear incorrect | Check outstanding amount and cost type of the step |
Why hasn't my direct debit cycle started?
Check whether direct debit is enabled, a cycle exists and the expiration date has passed.
Can I adjust a cycle while invoices are already in collection?
Yes, but only new collection files use the adjusted cycle.
What happens if I delete a cycle?
The cycle is soft-deleted; existing files remain unchanged.
Can I skip steps?
Yes, through manual steps or conditions such as SkipIfSdd.
How are collection costs calculated?
Based on the outstanding amount at the time the step is performed.
What is the difference between start delay and trigger days?
Start delay applies before the cycle starts; trigger days apply between steps.
Incassocycle – Series of automatic steps for following up on overdue invoices
Collection step – One action within a collection cycle
Start delay – Days after the due date before the collection starts
Trigger Days – Days between two steps
Collection file – Registration of an invoice in collection
Outstanding amount – Invoice amount not yet paid
Cost type – Method in which collection costs are calculated
Communication Type – Way in which the customer is contacted
Standard collection cycle – Cycle used if no customer-specific one has been set
Soft Delete – Mark as deleted without permanently deleting