How to Get a Daily Collections Summary by Email
Owners find out what happened only when they log in
An owner who is out at client sites all day does not open the dashboard every evening. Corrections wait, client payments sit unreviewed, and unreconciled cash piles up.
Sharing the dashboard with a partner means giving them a login they may not need.
Putting collection totals in an in-app notification would show them to every user, collectors included.
Why this happens
- There is no push of the day’s numbers.
- Waiting items are visible only on the dashboard.
- Partners need a login to see totals.
- In-app notifications reach every user.
Biznsbook addresses this through Daily summary email, collections by mode, items waiting for the owner when Service Billing & Collections is licensed. Clients are the parties you already keep, and collectors record what they received without seeing the fee or the outstanding.
Services firms lose money in the gap between the work done and the payment recorded. Keeping the fee on the job, the payment against the job, and the collector away from the numbers closes that gap without turning the firm into an accounting office.
Step-by-step: Get a Daily Collections Summary by Email
Built for owners of services firms and the staff who collect client payments in Biznsbook Collections.
- Open Collections Settings. Settings holds the daily summary option, next to the other owner settings.
- Turn on the summary. Tick Email me a daily collections summary.
- Choose who receives it. Enter one or more addresses, or leave it empty to use the company email.
- Read the email. It lists what was collected today by mode, corrections waiting, link payments waiting for review, payments not yet reconciled, and over-payments.
- Act from the dashboard. The email links to the Collections dashboard, where each attention chip opens the matching list.
- Keep it away from collectors. The summary is sent by email only, never to the in-app notification bell, so collectors never see it.
- Turn it off any time. Untick the setting to stop the email.
Review results after the first full weekly cycle. Adjust roles, mappings, or approvals where the same exception repeats.
Screen names in this guide match Collections in the product: Record a payment, My entries, Dashboard, Jobs, Payments, Payment links, Corrections, Service types, Settings, and Guide. Every screen has a ? help button.
Common mistakes to avoid
- Mistake 1: There is no push of the day’s numbers. Repeating this each month usually shows up first in billed, collected, or outstanding for the period.
- Mistake 2: Waiting items are visible only on the dashboard. Repeating this each month usually shows up first in billed, collected, or outstanding for the period.
- Mistake 3: Partners need a login to see totals. Repeating this each month usually shows up first in billed, collected, or outstanding for the period.
- Mistake 4: In-app notifications reach every user. Repeating this each month usually shows up first in billed, collected, or outstanding for the period.
Note each recurring gap in the weekly review; each should map to a step in this guide.
Best practices that hold up as you scale
- Open Collections Settings — Settings holds the daily summary option, next to the other owner settings.
- Turn on the summary — Tick Email me a daily collections summary.
- Choose who receives it — Enter one or more addresses, or leave it empty to use the company email.
- Read the email — It lists what was collected today by mode, corrections waiting, link payments waiting for review, payments not yet reconciled, and over-payments.
- Act from the dashboard — The email links to the Collections dashboard, where each attention chip opens the matching list.
Firms that keep the fee on the job, let Collections compute outstanding, and correct by reversal instead of editing a row keep their period totals and their trail intact.
How Biznsbook supports this workflow
Daily summary email is part of Biznsbook Service Billing & Collections. Each client is a party you already keep, each job holds its fee, and each payment keeps who entered it, when, and how the client paid.
collections by mode is part of Biznsbook Service Billing & Collections. Each client is a party you already keep, each job holds its fee, and each payment keeps who entered it, when, and how the client paid.
items waiting for the owner is part of Biznsbook Service Billing & Collections. Each client is a party you already keep, each job holds its fee, and each payment keeps who entered it, when, and how the client paid.
Ledger posting is off until Collections settings turn it on, and only when Accounting or Finance is licensed. Outstanding is the fee plus any tax, minus the payments on the job. Collectors do not see fees, outstanding, other people’s entries, the dashboard, statements, the correction queue, or a journal.
Suggested implementation timeline
- Week 1: Add your service types, check that clients exist as parties, and open jobs with fees.
- Week 2: Start Daily summary email with one collector and a handful of clients.
- Week 3: Add the rest of the collectors and clear the dashboard attention items daily.
- Week 4: Review billed, collected, and outstanding by age with the client statements.
- Ongoing: Weekly review using why email and not the notification bell and the dashboard.
What counts as collected today
Collected today is the payments dated today that count: recorded by staff, or link payments you accepted. Reversed payments, rejected link payments, link payments still waiting, and opening credits are left out, the same as on the dashboard.
Totals are shown in the company currency, split by mode such as cash, UPI, and bank transfer.
From the email to action
Corrections waiting open from the Corrections queue. Link payments waiting open from Payments filtered to link payments to review. Payments not reconciled open from Payments filtered to not reconciled, where you tick Seen in bank or use Cash hand-over.
Clearing those lists each morning keeps the next evening’s email short.
Setting it up for a partner or an accountant
Enter more than one address, separated by a comma or a semicolon, to send the summary to a partner or your accountant as well. Addresses that are not valid are skipped, and if none are left the company email is used.
Recipients do not need a Biznsbook login to read the email. If they also need to open the dashboard or export files, give them the read-only Collections Accountant role.
Pairing the email with the dashboard
The email is a short daily nudge, not a report. For a period view, use the dashboard: billed, collected, and outstanding for a date range, collections by mode and by the person who entered them, billing by service type, and outstanding by age.
Together they cover both questions an owner asks every day: what came in today, and what is waiting for me.
Collectors never see either. They work only on Record a payment and My entries.
When it is sent
The summary is built once a day by a background job for every company that turned it on and has Collections licensed. It uses the company’s own date, so “today” means the business day where you are.
If nothing was collected and nothing is waiting, no email is sent, so a quiet day stays quiet and the inbox only fills on days when there is something to read or act on.
Changing the recipients in Settings takes effect from the next summary.
Turning the summary off in Settings stops it from the next run. Nothing else changes: the dashboard, the attention chips on it, and the company Attention Center keep showing the same waiting items for anyone who can see Collections amounts.
Metrics to track monthly
- Billed for the date range
- Collected for the date range
- Outstanding, and outstanding older than 90 days
- Collections by payment mode
- Payments not yet reconciled
Start with three metrics; trend direction matters more than a single point-in-time snapshot.
Spreadsheets and notebooks vs Biznsbook Collections
Compare running this on spreadsheets with Biznsbook Daily summary email and related capabilities.
| Capability | Manual / Spreadsheet | Biznsbook |
|---|---|---|
| Knowing the day’s collections | ❌ Log in and check | ✅ An email each day |
| Waiting items | ❌ Found when you look | ✅ Listed in the email |
| Partners | ❌ Need a login | ✅ Added as recipients |
| Collectors | ❌ Might see shared notifications | ✅ Never see it |
| Quiet days | ❌ Still check | ✅ No news, no email |
| Next step | ❌ Navigate menus | ✅ Link to the dashboard |
Why email and not the notification bell
The in-app notification bell is shared by every user in the company. A collections total there would reach the very people who must not see it. Email goes only to the addresses the owner chooses.
Write this into your weekly owner routine and revisit it when you add collectors or new services.
Frequently asked questions
Who receives the summary?
The addresses you enter in Settings, or the company email when the field is empty.
Can collectors see the summary?
No. It is sent by email only, never to the in-app notification bell.
What does the email include?
What was collected today by mode, corrections waiting, link payments waiting for review, payments not yet reconciled, and over-payments.
Is it sent on days with no activity?
No. When nothing was collected and nothing is waiting, no email is sent.
How this differs by industry
Retail
A clinic owner reads the evening summary on the way home and approves corrections the next morning.
Wholesale & distribution
A firm adds both partners as recipients so neither needs to log in to see the day’s collections.
Manufacturing
A service company owner spots unreconciled cash in the summary and confirms the hand-over the next day.