Collecta — User Manual

Last updated: 2026-06-30

Table of Contents

1. Overview
2. First Login & Onboarding
3. Dashboard
4. Invoices
5. Reminders
6. Aging
7. Notifications
8. Settings
   • Language
   • Daily Email Digest
   • Reporting Currency
   • Auto-Reminder Cadence
9. Email Reminders
10. Automated Schedule

Overview

Collecta is an accounts-receivable and collections automation tool. It tracks who owes you money, sends polite payment reminders automatically, and shows you where your receivables stand at a glance.

Core concepts:

First Login & Onboarding

When you create an account for the first time, Collecta shows a one-time onboarding screen before redirecting to the dashboard.

What you set here:

• Language — English or Turkish. Sets the app UI language and the language used in all outgoing digest emails. Can be changed later in Settings.
• Reporting currency — The base currency for KPI cards on the Dashboard (e.g. USD, EUR, TRY). Invoices can be in any currency; the dashboard converts them to this currency automatically. Can be changed later in Settings.

Click Get started to save your preferences and enter the app. Collecta will not show this screen again for your account.

Invite-only access (admins)

Collecta is invite-only: a new account can only be created for an email that an admin has approved in advance. Anyone else who tries to sign up sees "This email isn't approved for access yet." (the check is enforced in the database, so it can't be worked around).

Admins manage the approved list at /admin:

• Approve an email (with an optional note) to let that person create an account.
• Revoke an email to stop future signups from it. Revoking does not delete an account that was already created.

Only users flagged as admins can open /admin or change the list.

Dashboard

The Dashboard (/dashboard) is the home view — a live snapshot of your AR position.

KPI Cards

All amounts are shown in your chosen reporting currency. Exchange rates are sourced from the TCMB (Türkiye Cumhuriyet Merkez Bankası / Turkish Central Bank) — the official reference for the Turkish Lira — and fall back to the ECB (via Frankfurter) and then hardcoded rates if TCMB is unavailable. Rates are cached for one hour.

Aging Breakdown

A bar chart shows how much money sits in each overdue bucket (0-30, 31-60, 61-90, 90+ days). Each bar reflects the remaining balance (amount paid is deducted).

Top Debtors

A ranked list of customers with the highest outstanding balances.

Invoices

The Invoices page (/invoices) lists all your invoices with their status, amount, due date, and risk score.

Invoice Statuses

The Reminded badge is shown for 24 hours after a reminder goes out. After that — if the invoice still isn't paid — the badge reverts to Due or Overdue (based on the due date) so it resurfaces as needing attention. The exact send time is always preserved in the Last Reminder column and the Sent Reminders Log. The Overdue badge itself is derived live from the due date, not stored.

Recording a Payment

Click an invoice to open its detail panel. Enter the amount received and click Record payment. Collecta will:

• Mark the invoice paid if the payment covers the full amount
• Keep the current status (reminded / escalated) for partial payments, and store the partial amount
• Write a notification (payment_recorded or invoice_paid) to the notifications feed

Editing & Deleting an Invoice

Click the pencil icon on any invoice row to open the edit dialog. You can change the invoice number, customer name, email, amount, currency, issue date, and due date. This is also how you fill in a missing email on an imported invoice (imports without an email can't send reminders until one is added — the dialog flags this).

The edit dialog also has a Delete invoice action at the bottom (in a "danger zone"). It asks for confirmation before permanently removing the invoice, since deletion cannot be undone.

Pay Link (Virtual POS)

Connect your own PayTR merchant account under Settings → Virtual POS (PayTR) — enter your Merchant ID, Key, and Salt (and choose max installments). Payments go directly to your bank account; Collecta never holds funds. Add the shown callback URL (/api/pay/callback) in your PayTR panel.

Once connected, the credit-card icon on an invoice row generates a hosted pay link and copies it to your clipboard. Send it to the customer (or embed it in reminders — see below); they pay by card, with taksit (installments) if enabled. When the payment succeeds, PayTR notifies Collecta and the invoice is automatically marked paid — no manual "record payment" needed.

You can also drop the {payLink} placeholder into any reminder template (see Email Templates); each reminder then carries a fresh pay link for that invoice. Pay links require a customer email and a PayTR-supported currency (TL/TRY, USD, EUR, GBP, RUB).

Auto-Remind Toggle (⚡)

Each invoice has a lightning bolt icon. Clicking it opts the invoice in or out of the automatic reminder cron. When the toggle is off, no automatic reminders fire for that invoice regardless of cadence settings.

Reminders

The Reminders page (/reminders) lets you send a one-off manual reminder to a specific invoice and manage the global auto-reminder cadence.

Manual Reminder

Select an invoice and click Send reminder. This sends an email immediately using your verified sending domain. A reminder_sent notification is written to the notifications feed.

Rate limit: manual reminders are capped at 5 per invoice per rolling 24 hours. If you exceed it, the send is blocked and you'll see a "rate limit" message; the cap resets as older sends age past 24 hours. This protects your email sending reputation and quota from accidental loops or over-sending. Automatic (cron) reminders are governed by the cadence schedule and do not count toward this limit.

Auto-Reminder Cadence

The cadence defines when automatic reminders fire after an invoice's due date passes. The default steps are:

Each step can be:

• Enabled / disabled — toggle the step on or off without deleting it
• Adjusted — type a new day number directly into the input; the list re-sorts automatically
• Added — click Add step to insert a new step
• Deleted — click the trash icon on custom steps to remove them

Changes take effect on the next daily cron run (9am UTC). Click Save cadence to persist your changes.

Email Templates

The Email templates section lets you edit the subject and body of each reminder, per cadence step. Features:

• One template per step — the tone escalates from Reminder 1 (polite) to the final notice.
• Bilingual — toggle between English and Turkish; the version sent matches your account language setting.
• Placeholders — insert {customer}, {number}, {amount}, or {dueDate} with one click; they're filled in with real invoice data at send time.
• Live preview — toggle Preview on any step to see it rendered with sample data.
• Click Save templates to persist. Both manual sends and the automatic cron use your saved templates (falling back to sensible defaults if you haven't customized them).

Sent Reminders Log

Below the cadence editor, the Sent reminders section shows a permanent, chronological log of every reminder ever sent — both manual and automatic. Each row shows the customer, invoice number, amount, cadence step, and the exact date/time it went out. This log is independent of the invoice's current status, so even if an invoice is later paid, reverted, or re-aged, you can always confirm whether (and when) a reminder was sent.

Aging

The Aging page (/aging) shows a breakdown of your overdue receivables by age.

Buckets

Click a bucket card to filter the invoice list below to only that bucket. Click Clear filter to show all invoices again. Each invoice in the list is color-coded by bucket.

Bucket amounts reflect remaining balances — if a customer has made a partial payment, that amount is deducted before bucketing.

Notifications

The bell icon in the top bar shows in-app notifications. A red badge indicates unread notifications. Click the bell to open the notification feed.

Notification Types

The feed shows the last 30 notifications. All notifications are marked as read when the feed is opened.

Settings

The Settings page (/settings) has four sections.

Language

Switch the app between English and Turkish. This affects:

• All UI labels and copy
• The language used in outgoing daily digest emails
• The language synced to your account (persists across devices)

Daily Email Digest

A daily summary email sent at 8am UTC every morning. Toggle it on or off with the switch.

What the digest includes:

• Date and a personalized greeting
• Three KPI numbers: Outstanding / Overdue / Cash Collected (in your reporting currency)
• A chronological activity feed of everything that happened in the last 24 hours (reminders sent, payments recorded, invoices paid)
• An attention alert if any invoices are overdue with no reminder scheduled

The digest is fully bilingual — it respects your language setting and sends in English or Turkish accordingly.

Reporting Currency

Choose the currency for KPI cards on the Dashboard and in digest emails. Supported currencies:

USD EUR GBP TRY CAD AUD JPY CHF

Invoices are always stored in the currency they were issued in. The dashboard, reports, aging, and digest convert them to this base currency using live exchange rates. Rates come from the TCMB (Turkish Central Bank) first — which publishes authoritative TRY rates — then fall back to the ECB (Frankfurter) and finally hardcoded rates, updated hourly.

Auto-Reminder Cadence

Same controls as the Reminders page cadence section — add, remove, reorder, and toggle steps. Changes save when you click Save cadence.

Email Reminders

Reminders are sent from your verified sending domain via Resend. Each email:

• Comes from reminders@yourdomain.com
• Is addressed to the customer email on the invoice
• Uses a subject line and tone that escalates with each cadence step
• Contains the invoice number, amount, and due date

Replies land in your real inbox — Collecta does not intercept them.

Automated Schedule

Two things happen automatically in the background every day — you don't need to do anything: