1. Help Center
  2. Getting Started

How to import past-due accounts via spreadsheet

Don’t use an accounting system that integrates with CollBox?

If you don't use one of the accounting systems we integrate with, or you just don't feel like connecting your books, you can still use CollBox to collect on past-due accounts by importing them through our spreadsheet template process.

 

Below, we'll walk you through the entire process from start to finish. But first, a quick summary of the steps:


  1. After logging in to CollBox, head over to "Settings" > "Integrations" and click on "Import from Spreadsheet" button
  2. On the next screen, you'll see instructions for downloading and completing our spreadsheet template and how to upload it when you're finished
  3. Download the spreadsheet template and fill it out according to the examples
    1. Note: For each invoice a client owes, you'll need to create a new row in the spreadsheet but you can copy/paste the contact info to subsequent rows
    2. Note: If it's a Commercial (B2B) debt, we'll need the "Company Name" cell filled out. If it's a Consumer (B2C) debt, you can leave it blank
  4. Once filled out, upload the spreadsheet on the same page and we'll get it loaded to your CollBox account right away and notify you when it's ready
  5. From there, head to the "Collectible" section to review and submit the accounts for collections
  6. After submitting them, we'll briefly hold them so you can provide supporting documentation (invoices, contracts, etc.) for reach account using the "Attach File" button on the placement summary screen
    1. Note: We won't release the placement of debt until you've provided at least one of the above items for each invoice on each account you've submitted
  7. Once you've uploaded the required documentation, we'll automatically release the placement(s) of debt and one of the agencies in our network will get to work right away!

 

For a more detailed walkthrough of the process, check out the steps below with screenshots and additional instructions.

Detailed Walkthrough

First, head over to the "Settings" section of the app and click on "Integrations". Once on the "Integrations" page, click the “Import from Spreadsheet” button.

 

 

On the next screen, you'll see instructions for downloading our template and how to upload it to us once you've finished filling it out.

 

 

After downloading the import template, fill out the fields with the information you have about the account you would like to get paid for, following the format shown for the example accounts in the spreadsheet. Each row in the spreadsheet represents an individual invoice to import. If you are importing multiple invoices for the same customer, each invoice will be on its own row and you can simply copy/paste the relevant contact details to the subsequent rows as seen in the image below. It's okay to add multiple clients/debtors to the spreadsheet as shown in the example below. You do not need to upload multiple spreadsheets if you have multiple clients/debtors you'd like to import.

 

 

Tip: If the accounts you'd like to import are Commercial (B2B / owed by a business), we'll need you to fill out the "Debtor Company Name" field

 

If they are Consumer (B2C / owed by an individual), you can leave that field blank

 

If you have both kinds of debt, that's okay too, just follow the instructions above

Reference Guide for Columns in the CollBox Spreadsheet Template

 

Debtor Company Name Name for the company that owes you money (not required if debt is owed by an individual Consumer)
Debtor First Name First name of the person who owes you money (or the point of contact at the Debtor Company)
Debtor Last Name Last name of the person that owes you money (or the point of contact at the Debtor Company)
Debtor Email E-mail for the Debtor or Debtor Company
Debtor Website Website for the Debtor Company
Debtor Phone Best phone number for the Debtor / Debtor Company
Debtor Alternate Phone Additional phone number (optional)
Debtor Fax Fax number (optional)
Debtor Address Line 1 Mailing address for the Debtor / Debtor Company
Debtor Address Line 2 Additional address details (e.g. Suite#) (optional)
Debtor City City for the Debtor / Debtor Company
Debtor State State or Province for the Debtor / Debtor Company
Debtor ZIP Code ZIP Code for the Debtor / Debtor Company
Debtor Country Country for the Debtor / Debtor Company
Invoice Number Invoice Number for the debt that is owed

Invoice Amount

Original amount of the Invoice that is owed

Invoice Balance

Current balance of the Invoice that is owed
Invoice Date Original date that the invoice was created / sent
Invoice Due Date Due date for the Invoice (e.g. 30 days after Invoice Date if NET30 terms were given, etc.)
Is This Invoice Only A Finance Charge? Write 'TRUE' if this particular invoice is only for finance charges or late fees. Write 'FALSE' if it for services rendered or a mix of services rendered plus fees.

 

Note: An account cannot legally be sent to collections if the debt owed consists only of late fees or finance charges for invoices that have already otherwise been paid. However, you can safely send an account to collections that consists of invoices for services rendered that have not been paid for and late fees or finance charges for the associated invoices/services.

 

Example 1: You want to send an account to collections that consists of Invoice #125 for $625.00 for services rendered. This is okay to submit to CollBox.

 

Example 2: You want to send an account to collections that consists of Invoice #42 for $75.00 for late fees or finance charges accrued on an invoice that has already been paid and just the fees / charges remain unpaid. This is not okay to submit to CollBox and will be rejected by our system and any agency in our network.

 

Example 3: You want to send an account to collections that consists of Invoice #51 for $625.00 for services rendered and Invoice #52 for $75.00 for late fees or finance charges for late payment on the account for a total of $700.00. This is okay to submit to CollBox.

 

Once you are done filling out the template, save it as a .CSV file and upload it on the "Import from Spreadsheet" page from before as seen below.

 

 

After submitting the file, you'll see a notification that we've received the file. The system will review your spreadsheet for accuracy and you will receive an email once the data is available in your CollBox dashboard.

 

 

Once you've received the e-mail notification (typically less than 30 minutes) you'll be able to head back to the "Collectible" section within CollBox to review each account, confirm a few details and submit them for collections. For help on submitting a placement, refer to our guide on creating a new placement of past-due invoices.

 

 

Once minor difference when submitting accounts that have been imported from a spreadsheet is that, once you submit them after the review process, we'll briefly hold them so you can attach relevant invoices and contracts.

 

Note: We won't release the placement of debt until you've provided at least one of the above items for each invoice on each account you've submitted

 

Once you've uploaded the required documentation, we'll automatically release the placement(s) of debt, notifying you by e-mail, and one of the agencies in our network will get to work right away.

From there just sit back, relax and rest assured that we're on the job to get you paid for your hard work! 🎉💸