Features
Everything Collecta does
Collecta lists what each client still owes you for a period, from their checklist, their uploads and your imported transactions, drafts one request you approve, and reminds them until it's all in. Everything below is built and works today; integrations still waiting on a provider are on the Integrations page.
Checklists and periods
What each client owes you, period after period.
- Checklist templates. Monthly, quarterly, year-end or one-off: bank and card statements per account, receipts, payroll reports, invoices, loan statements and your own items. Change one client's checklist without touching the template.
- Recurring periods. Each client's next period opens on its own schedule with a due date, so the request is ready for you to review instead of written from scratch.
- Team assignment. Assign each client to a bookkeeper. The dashboard filters by assignee, and escalations go to the person assigned.
Finding what's missing
- From the checklist. Every checklist item that hasn't arrived for the period is outstanding.
- From uploads. When a client uploads against an item, or you mark it received or not needed, it drops off the list.
- From imported transactions. Upload a CSV export from any bank, QuickBooks or Xero. Collecta detects the date, description, amount, category and receipt columns, and flags uncategorised transactions and ones above your receipt threshold that have no receipt.
Requests you approve
- Drafted in your firm's voice. Write how your firm sounds once; each request's greeting and closing are drafted in that voice by AI. Without AI, a clear template is used and labeled as such.
- An exact list. The items in the email are generated from your data: every outstanding document and every transaction question, nothing invented.
- Nothing sent without approval. Every request waits for a person to approve it. If you prefer, reminders can wait for approval too.
The client portal
- No login. Clients open one secure link and see exactly what's outstanding.
- Upload against each item. PDF, images (including iPhone HEIC photos), Word, Excel, CSV and text, up to 20 MB each.
- Answer transaction questions. "What was this transaction for?" gets a typed answer, right next to the transaction.
Reminders and escalation
- Polite, scheduled reminders. By default 3, 7 and 14 days after sending; set up to 5 on your own schedule. Each lists only what's still outstanding.
- They stop on their own. The moment every item is in, the remaining reminders are canceled.
- Escalation. After the last reminder, Collecta tells the assigned bookkeeper which client is stuck and on what.
Tracking, exports and records
- A dashboard per client and period. Outstanding, received, overdue and days to complete, filtered by assignee.
- Exports. Period status and item lists as CSV, the audit log as CSV, and everything as JSON.
- An audit trail. Every draft, approval, send, reminder, upload, answer and status change, with who did it and when.
- Roles. Owner, admin, bookkeeper and viewer. Only the owner handles billing.
Questions buyers ask
Does Collecta send anything to clients without my approval?
No. Every request waits for a bookkeeper to approve it before Collecta emails the client. Reminders follow the schedule approved with the request, list only what's still outstanding and stop as soon as everything has arrived. A firm can also require approval for every single reminder before it goes out.