Debt collection and external providers

Overview

If a receivable remains open despite all dunning levels, the question of debt collection, a court order for payment, or a write-off arises. Kyvento does not offer a direct debt-collection integration (automatic case handover to a provider) – but it does offer everything needed to cleanly identify the handover point and close the case in an orderly manner. This article shows the recommended procedure.

The end of the dunning ladder

In the default template, the final dunning level announces the handover to a debt-collection agency and marks the receivable as uncollectible. Such cases appear in the dunning dashboard under the "Uncollectible" metric and carry the "Debt collection" badge in the list – your signal that a manual decision is now due. There is deliberately no fifth, automatic level.

Path 1: Handover to a debt-collection agency

The handover to your provider is done manually. Kyvento supplies all the documents for it:

1. Download the invoice PDF from the invoice detail page.
2. Document the dunning history from the dunning details – it proves seamlessly which level was delivered when (important as proof of default).
3. Attach the dunning letters sent from your BCC archive (see "Downloading dunning letters as PDF").

Important: only announce a debt-collection handover in your dunning texts if you will actually carry it out if it comes to that – empty threats weaken your position.

Path 2: Writing off the receivable (goodwill write-off)

If further pursuit is not worthwhile (a small amount, an insolvent customer), close the case directly from the "Dunning details": the "Void invoice" action creates a cancellation document for the original and ends the case in a GoBD-compliant manner – the original invoice remains unchanged. Coordinate the tax treatment of the write-off with your tax firm.

What Kyvento deliberately does not handle

• No debt-collection interface: there is no automatic export or case handover to external providers – the selection and engagement remain with you.
• No judicial dunning procedure: you apply for court orders for payment yourself (for example via the courts' online dunning procedure) – the dunning history provides the necessary evidence.

Recommended routine

1. Review uncollectible cases monthly (the metric in the dashboard).
2. Decide per case: debt collection, court order for payment, or goodwill write-off.
3. Document the decision and close the case – open dead entries distort your receivables metrics.

Next steps

• Cancellation mechanics in detail – see "Credit notes and cancellations"
• Metrics on the receivables balance – see "Analyzing dunning statistics"