Billing agents & field collection

A billing agent is a staff member who collects payments from subscribers — often in cash, in the field. In the CRM you assign customers to an agent, they collect through the mobile collection app, and finance reviews the money that comes in. This guide covers assignment, collection and monitoring.

What a billing agent is

A billing agent is an administrator whose role is a billing role. Once customers are assigned to an agent, that agent's mobile app is scoped to just those customers — their dashboard, search and collection screens only show the accounts they are responsible for.

Assigning customers

Go to Finance > Billing Agent Customers. Pick an agent from the Billing agent (administrator) selector, then use the All customers, Unassigned and Assigned to this agent tabs to find accounts. Tick the rows you want, then Assign to {agent} — or Unassign to remove them. Each row shows the customer, their outstanding Due, and which agent (if any) currently owns them. For large moves, the Billing Agents Report offers a Bulk Assign tool that takes a CSV of customer identifiers and agent IDs.

Field cash collection and auto-approval

Out in the field, the agent records a cash payment against a customer through the mobile app — capturing the amount, an optional note, a photo of the receipt and the location. What happens next depends on the per-agent Auto-approve cash collections toggle on the Billing Agent Customers page:

• On — the agent's collections post as Approved instantly. They reduce the customer's balance and count in reports straight away.
• Off — each collection is created as Pending Approval and waits in the unverified payments queue for a finance admin to verify.

The billing agents report

Under Reports > Billing Agents you can monitor collection performance. Customers are grouped by a risk Rating — Paid, Normal, Warning, Alert and High Risk — based on total due against the current invoice amount. The table shows each customer's assigned agent, unverified payments, total due and last payment, and you can filter by status, agent or rating and Export CSV. A toggle lets you surface these agent stats on the dashboard.