Power Up Your Workflows, Permissions, and Payments

Exciting news! This month, we have rolled out a wide range of updates across workflows, reporting, payments, dashboard visibility, and user access. From enhanced permissions and payment enforcement to API integrations and custom tagging – each enhancement is designed to give your finance team tighter control, cleaner data, and more automation flexibility.

Let’s dive into the summary of all new updates:

Table of Contents

Workflow Automation

• Trigger External API Calls in Workflows
• Assign Tags to Customers with Workflows
• Assign Tags to Customer Groups with Workflows

Payment Control

• Charge Stored Cards or Direct Debit
• Block Invoice Payments Over the Open Balance

Reporting & Dashboard

• Manage Report Generation Notifications
• Apply Dynamic Filters to Your Dashboard
• Download Statements of Account with One Click

Integrations

• Sync Only Primary Subsidiary Customers in NetSuite

Access Management

• Log in with Microsoft SSO
• User Role Permission Levels
  
  

1. Trigger External API Calls in Workflows

You can now trigger external HTTP requests directly within Kolleno workflows. This enables powerful automation scenarios where actions in Kolleno, such as sending a reminder, logging a payment, or tagging a customer, can automatically inform or update a third-party system (e.g. your CRM, ERP, internal database, or alerting service). You can configure the API endpoint, request type (GET, POST, etc.), headers, and body directly from the workflow builder.

👉 How to make an API call in workflows

2. Assign Tags to Customers with Workflows

Tags help you organise your customer base more intelligently, and now you can automate that process. Within your workflows, you can automatically assign tags based on any available filters.

3. Assign Tags to Customer Groups via Workflows

Similar to customer tags, this new update allows you to apply tags to customer groups dynamically. This allows you to keep those segments properly labelled without needing to do it manually.

4. Charge Card or Direct Debit on File in Customer Portal

Your customers can change their payment methods on file via the Customer Portal. If a preferred payment method is saved, it will be pre-selected automatically in the customers’ portal, but customers can choose from any available method if needed.

This streamlines the process of collecting overdue balances or recurring invoices. Instead of chasing customers to re-enter details, authorised users can initiate a charge in just a few clicks. It’s particularly useful for retained clients, subscription models, or when handling proactive collections.

To use this feature, please make sure you have Interpayments connected.

👉 How to charge stored payment methods

5. Block Invoice Payments Over the Open Balance

By default, Kolleno allows overpayments — i.e. payments that exceed the open balance of an invoice. This works well for prepayments or credit handling. However, some organisations require strict controls to prevent accounting mismatches or internal misuse.

Now, you can request overpayment blocking, which prevents any payment that exceeds the remaining balance from being processed.

👉 How to enable overpayment blocking

6. Download Statements of Account with One Click

You can now download or email your customers’ Statements of Account, either a full transaction history or just open invoices, directly from their Customer Hub. It’s available both in the overview and the customer portal, simplifying reconciliation and reducing support tickets.

If you’d like the transaction data to be sourced directly from NetSuite (not just open invoices), please contact Kolleno Support to enable this option.

👉 Where to find your customer’s statement of account

7. Log in with Microsoft SSO

You can now sign in to Kolleno using your Microsoft 365 credentials via Single Sign-On (SSO). A new “Log in with Microsoft” button is available on the login screen, making access faster and more secure, especially for teams already using Microsoft across their stack.

8. Manage Report Generation Notifications

We have added more flexibility to report delivery by allowing you to control if you want to receive emali notifications when reports are generated.

These notifications help you stay informed in real time , but if you turn them off, you’ll still receive scheduled report notifications as usual.

👉 Manage report notifications

9. Apply Dynamic Filters to Your Dashboard

The Kolleno dashboard is now more powerful – you can apply dynamic filters to individual sections of your dashboard for a more focused view of your data.

Dynamic filters are currently available for the following dashboard sections:

• Net Balance
• Balance Collected, Invoices Paid on Time, and Invoices Paid Late
• Top 10 Debtors

👉 How to use dashboard filters

10. Sync Only Primary Subsidiary Customers (NetSuite)

For customers using NetSuite, Kolleno now supports syncing only those contacts linked to the primary subsidiary. By default, Kolleno syncs all customers linked to your enabled subsidiaries in NetSuite. However, if you’d like to restrict synchronization to only those customers whose primary subsidiary matches your enabled subsidiaries, contact us for this feature to be enabled.

👉 Configure NetSuite customer sync

11. User Role Permission Levels

Review and customise global user permission levels to align with your team structure and security policies.

👉 Understand user roles

Per each user, you can now set whether they have access to:

• Control bulk comms access
• Manage template permissions
• Set workflow access levels
• Manage report access
• Control collector task access

💬 Need help?

Want to enable any of these features or explore how they fit into your setup? Join our monthly customer workshop happening every first Wednesday of the month. Also, do not hesitate to contact your Customer Success Manager or reach out to the support team at Kolleno.