Maventa collection services

• Ropo’s reminder and collection service
  • Service activation and implementation
    • Transfer of invoices and deadlines
    • Management of functions from the accounting software
  • Closing the service
  • Costs and billing criteria
    • Settlements to the assignor
• Amili Kassavirta
  • Service activation and implementation
    • Transfer of invoices and deadlines
    • Management of functions and customer groupings
  • Closing the service
  • Costs and billing criteria
    • Settlements to the assignor
• Amili Perintä
  • Service activation and implementation
    • Transfer of invoices and deadlines
    • Management of functions and customer groupings
  • Closing the service
  • Costs and billing criteria
    • Settlements to the assignor

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Maventa offers debt collection services that handle payment monitoring, payment reminders, and debt collection actions on behalf of the company. These services are provided by debt collection agencies and are delivered through Maventa as part of the Maventa service with no separate subscription fee.

It is good to note that costs may, however, arise in the later stages of the debt collection process or if an assignment is cancelled.

Ropo’s reminder and collection service

The Ropo reminder and collection service enables the automation of sales invoice payment monitoring, payment reminders, and the debt collection process. The service does not have a separate user interface in Maventa; instead, its activation, use, and the management of assignments take place directly from a compatible accounting software via an API interface (Receivables API).

Ropo takes care of sending reminders and all debt collection measures in accordance with the assignments.

The service is available in the following countries:

• Finland
• Norway
• Sweden

The country-specific availability of the service is being expanded, and new countries will be supported later.

Service activation and implementation

When the activation of the Ropo service is initiated from the accounting software via Maventa, Ropo delivers the service agreements and an electronic KYC form (Know Your Customer) to the customer to be filled in. Once the agreement has been signed and Ropo has confirmed it, the service becomes active, usually within 1–2 working days. After activation, overdue invoices can begin to be transferred to the reminder and collection phase.

Transfer of invoices and deadlines

Individual overdue invoices can be transferred to payment monitoring. The transfer complies with the following statutory and service-specific deadlines:

• B2B invoices (business customers): Can be transferred to debt collection 7 days after the due date (+7).
• B2C invoices (consumer customers): Can be transferred to debt collection 14 days after the due date (+14).

Once the transfer of the invoice from the accounting software has been successful, Maventa creates an assignment from the invoice to Ropo.

Management of functions from the accounting software

All measures related to the use and maintenance of the service are performed directly from the accounting software in use, which utilises the Receivables API interface in the background. Through the interface, the software performs the following tasks:

• Monitoring of assignments: Real-time status monitoring of assignments and bringing the information into view within the software
• Reporting of direct payments: Information is automatically transmitted to Ropo through the software if the end customer pays the invoice directly to the original issuer instead of Ropo
• Terminating an assignment: An assignment is cancelled by creating a credit note for the invoice directly in the accounting software

Closing the service

The closing of the Ropo service is done from the accounting software, similarly to its activation. After the service is closed, Ropo continues to process pending assignments.

Costs and billing criteria

Activating the service from the accounting software and creating assignments is free of charge for the assignor. However, the use of the service may incur costs in the following cases:

• Value added tax (VAT) on debt collection fees: If the assignor is liable for VAT, Ropo invoices the assignor for the VAT share of the reminder and collection fees paid by the debtors.
• Suspending or cancelling an assignment: If the assignor agrees with the customer on cancelling the costs or wishes for another reason to terminate an already initiated assignment with a credit note, the cancelled reminder and collection fees will be invoiced to the assignor.
• Legal debt collection: If the debt collection process proceeds to legal debt collection, Ropo charges the actual official expenses incurred in the process to the assignor.

Settlements to the assignor

Ropo settles collected payments to the assignor's bank account according to the following schedule:

• Invoice capitals: Settled daily
• Interest on late payments: Settled in a lump sum once a month

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Amili Kassavirta

This article covers the core operating principles of the Amili Kassavirta service, as well as its activation and closing via the Maventa user interface. More detailed information and specific instructions regarding changes to consumer invoicing, invoice data requirements, assignment management, and error messages can be found in the separate Perintäpalvelut - asiakasohje (available only in FI).

The Amili Kassavirta service enables the automation of sales invoice payment monitoring, payment allocation, payment reminders, and the debt collection process on behalf of the company. Invoices are created and sent as usual, after which the service automatically handles the subsequent stages of the invoice lifecycle. The service is provided by Visma Amili (formerly Visma Financial Solutions Oy) and is delivered through Maventa.

Visma Amili takes care of sending reminders and all debt collection measures in accordance with the assignments.

The service is available in the following country:

• Finland (the service is available for Finnish companies)

Service activation and implementation

The activation of the service can be initiated either directly from the accounting software in use via the API interface or, alternatively, from the Maventa user interface by the company account's admin user.

If activation is done in the Maventa user interface, follow these instructions to activate the Amili Kassavirta service:

1. Go to the following section in the Maventa account: Collection services
2. Select Amili Kassavirta under the Type of service section
3. Fill in the required information in the dedicated text fields:
   • Bank account details: Bank account details to which Visma Amili pays the settlements.
     Mandatory details are: Account number in IBAN format, BIC, Bank name
   • Contact information: A contact person whom Visma Amili or Maventa can contact if necessary.
     Mandatory details are: Contact person's name, Contact person's email, Contact person's phone number
   • Customer service information: Information used by Visma Amili in the assignment clause on invoices sent through the service.
     Mandatory details are: Customer service email address, Customer service phone number
   • Billing details: Invoicing details for potential service fees.
     Mandatory details are: Invoicing address, Postal code, Postal office, Country
4. Click the Continue button at the bottom of the view
5. Activation is finalised in the Netvisor KYC service by filling in the information request form and accepting the service terms and conditions electronically. Authentication requires personal online banking credentials or a mobile certificate

Once the agreement and authentication processes are completed, the service becomes active, usually within 1–2 working days.

Transfer of invoices and deadlines

Invoices are sent from the system normally, and Maventa acts as the invoice intermediary (i.e., as an operator).

The following key deadlines are complied with during transfer:

• B2B invoices (business customers): The first payment reminder is sent 10 days after the due date.
• B2C invoices (consumer customers): The first payment reminder is sent 14 days after the due date.

The following key restrictions and data requirements are complied with during transfer:

• Currency: Only invoices in euros (EUR) are accepted in the service. Invoices in other currencies are routed directly to recipients without payment monitoring.
• Due date: The due date of the invoice must be at least 4 banking days from the moment of sending.
• Data content: The invoice data must include the recipient's full postal address, and the total amount must match the sum of the invoice rows.
• Formats: The service supports the most common domestic XML invoice formats. International formats (such as OIOXML, WoodX, BGC, Axflow, Facturae, PX, UBL) are not supported.
• Unique invoice number: As a rule, a unique invoice number must be used in the service. However, as an exception, a new assignment can be created with the same invoice number in situations found in the separate Perintäpalvelut - asiakasohje: Pakolliset tiedot laskulla (available only in FI) and here: Duplicate invoice numbers.

When an invoice is successfully forwarded from the accounting software, an invoice-specific assignment is established in the system, and the invoice's original bank details and reference number are replaced with Visma Amili Oy's details in order to manage the receivables.

Management of functions and customer groupings

The settings of the service, customer-specific rules, and assignments are managed either directly from the accounting software in use via the API interface or, alternatively, from the Maventa user interface through the Collection services section.

Assignments and their management: An assignment is automatically formed in the system for each invoice sent through the service. The assignment serves as the official communication channel between the company and Visma Amili. Information about invoice status changes is transmitted through it, and direct management measures can also be performed on the assignments if necessary.

Assignments can be found in the Maventa user interface under the Collection services section. The default view is an overview of receivables with links to the listing of assignments, a description of the service, and the most important settings.

Through the user interface, the following measures, among others, can be performed on assignments:

• Leaving comments and questions for Visma Amili.
• Reporting direct payments: If the end customer pays the invoice directly to the company's own account, it must be reported as a direct payment transaction to stop the monitoring measures.
• Linking a credit note.
• Due date extension requests: Visma Amili processes extension requests on a case-by-case basis. Requests cannot generally be accepted during debt collection actions that have already begun.
• Temporary debt collection bans: The debt collection of an assignment can, if necessary, be frozen for a fixed period (for example, for the duration of an investigation), in which case the responsibility for monitoring the receivable transfers to the company itself.
• Cancelling an assignment: An assignment can be cancelled permanently, which may incur a separate cancellation fee if reminder or collection actions have already been initiated.
• Writing off as a bad debt: An assignment can be marked as a bad debt for bookkeeping purposes without interrupting the debt collection.

Detailed instructions and more specific operational descriptions of different assignment events and their conditions can be found in the separate Perintäpalvelut - asiakasohje: Toimeksiannot (available only in FI) and here: Events.

Customer groupings: Customers can be grouped by adding the customer's business ID to the desired service level in the Maventa user interface:

• PREMIUM
• VIP
• No payment monitoring

The same business ID can only belong to one group at a time. If a business ID already in a group is added to another group, it automatically moves to the new group. Group changes are updated in the assignment listing with a delay of 1–2 hours and do not affect assignments that have already ended.

Closing the service

The closing of the service can, similarly to its activation, be performed either directly from the accounting software in use utilizing the API interface or, alternatively, through the Maventa user interface.

If the service is disabled in the Maventa user interface, the closing occurs as follows:

1. Go to the following section in the Maventa account: Collection services > Settings > General settings
2. Click the Disable button at the bottom of the view

After closing, new invoices are no longer directed to Visma Amili for modification; instead, they are forwarded to recipients as normal invoices. Visma Amili Oy will continue to handle pending assignments, reminders, and payment monitoring even after the service is closed.

Costs and billing criteria

Activating and implementing the service is free of charge for the assignor with no separate additional fees.

However, additional costs may arise from the use of the service and the later stages of the debt collection process, which relate to the actual debt collection actions performed. More specific country- and situation-specific cost criteria are defined in Visma Amili's separate service description and price list here: Visma Amili - Palvelusopimus & -hinnasto (available only in FI).

Settlements to the assignor

When the end customer makes a payment, Visma Amili Oy settles the accumulated funds forward to the assignor's account according to the following schedule:

• Collected funds: Settled to the company's account within a few banking days of the payment.

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Amili Perintä

This article covers the core operating principles of the Amili Perintä service, as well as its activation and closing via the Maventa user interface. More detailed information and specific instructions regarding invoice data requirements, assignment management, and error messages can be found in the separate Perintäpalvelut - asiakasohje (available only in FI).

Amili Perintä is a value-added service offered in cooperation between Maventa and Visma Amili Oy, enabling the management of payment reminders and the debt collection process for individual overdue sales invoices. Unlike the automatic Kassavirta service, in Amili Perintä, invoices are transferred to the reminder and collection phase on a case-by-case basis directly from the accounting software in use via the API interface or, alternatively, from the Maventa user interface.

Visma Amili takes care of sending reminders and all debt collection measures in accordance with the assignments.

The service is available in the following country:

• Finland (the service is available for Finnish companies)

Service activation and implementation

The activation of the service can be initiated either directly from the accounting software in use via the API interface or, alternatively, from the Maventa user interface by the company account's admin user.

If activation is done in the Maventa user interface, follow these instructions to activate the Amili Kassavirta service:

1. Go to the following section in the Maventa account: Collection services
2. Select Amili Perintä under the Type of service section
3. Fill in the required information in the dedicated text fields:
   • Bank account details: Bank account details to which Visma Amili pays the settlements.
     Mandatory details are: Account number in IBAN format, BIC, Bank name
   • Contact information: A contact person whom Visma Amili or Maventa can contact if necessary.
     Mandatory details are: Contact person's name, Contact person's email, Contact person's phone number
   • Customer service information: Information used by Visma Amili in the assignment clause on invoices sent through the service.
     Mandatory details are: Customer service email address, Customer service phone number
   • Billing details: Invoicing details for potential service fees.
     Mandatory details are: Invoicing address, Postal code, Postal office, Country
4. Click the Continue button at the bottom of the view
5. Activation is finalised in the Netvisor KYC service by filling in the information request form and accepting the service terms and conditions electronically. Authentication requires personal online banking credentials or a mobile certificate

Once the agreement and authentication processes are completed, the service becomes active, usually within 1–2 working days.

Transfer of invoices and deadlines

Individual overdue invoices can be transferred to payment monitoring either directly from the accounting software in use or, alternatively, from the Maventa user interface.

If an invoice is transferred to payment monitoring from the Maventa user interface, after the due date of the invoice has passed, a separate Transfer invoice to reminder or collection process view and a Send... button will appear under the Invoice actions view located on the right side of the invoices listed on the Sent invoices tab. By clicking the button, either the Reminder and collection or Collection option is selected.

The following key deadlines and conditions are complied with during transfer:

• B2B invoices (business customers): The first payment reminder is sent 10 days after the due date.
• B2C invoices (consumer customers): The first payment reminder is sent 14 days after the due date.
• Direct collection: If the invoice is transferred directly to collection, the process is initiated with a payment reminder.

The following key restrictions and data requirements are complied with during transfer:

• Currency: Only invoices in euros (EUR) are accepted in the service. Invoices in other currencies are routed directly to recipients without payment monitoring.
• Due date: The due date of the invoice must be in the past.
• Data content: The invoice data must include the recipient's full postal address, and the total amount must match the sum of the invoice rows.
• Formats: The service supports the most common domestic XML invoice formats. International formats (such as OIOXML, WoodX, BGC, Axflow, Facturae, PX, UBL) are not supported.
• Unique invoice number: As a rule, a unique invoice number must be used in the service. However, as an exception, a new assignment can be created with the same invoice number in situations found in the separate Perintäpalvelut - asiakasohje: Pakolliset tiedot laskulla (available only in FI) and here: Duplicate invoice numbers.

Management of functions and customer groupings

The status of invoices transferred to the service can be monitored either directly from the accounting software in use or, alternatively, from the Maventa user interface. The transfer statuses shown are either Transfer pending (transfer in progress) or Transferred successfully.

Assignments and their management: Once the invoice has been transferred to payment monitoring, the events of the assignment can be monitored under the Receivables Management Service: Assignment actions view located on the Sent Invoices tab. An assignment is formed in the system for each invoice separately transferred to the service. The assignment serves as the official communication channel between the company and Visma Amili. Information about invoice status changes is transmitted through it, and direct management measures can also be performed on the assignments if necessary.

Assignments can be found in the Maventa user interface under the Collection services section. The default view is an overview of receivables with links to the listing of assignments, a description of the service, and the most important settings.

Through the user interface, the following measures, among others, can be performed on assignments:

• Leaving comments and questions for Visma Amili.
• Reporting direct payments: If the end customer pays the invoice directly to the company's own account, it must be reported as a direct payment transaction to stop the monitoring measures.
• Linking a credit note.
• Due date extension requests: Visma Amili processes extension requests on a case-by-case basis. Requests cannot generally be accepted during debt collection actions that have already begun.
• Temporary debt collection bans: The debt collection of an assignment can, if necessary, be frozen for a fixed period (for example, for the duration of an investigation), in which case the responsibility for monitoring the receivable transfers to the company itself.
• Cancelling an assignment: An assignment can be cancelled permanently, which may incur a separate cancellation fee if reminder or collection actions have already been initiated.
• Writing off as a bad debt: An assignment can be marked as a bad debt for bookkeeping purposes without interrupting the debt collection.

Detailed instructions and more specific operational descriptions of different assignment events and their conditions can be found in the separate Perintäpalvelut - asiakasohje: Toimeksiannot (available only in FI) and here: Events.

Customer groupings: Customer-specific groupings are technically available in the Amili Perintä service as well. However, due to the case-by-case transfer logic, utilising them is not necessarily required or expedient.

Closing the service

The closing of the service can, similarly to its activation, be performed either directly from the accounting software in use utilizing the API interface or, alternatively, through the Maventa user interface.

If the service is disabled in the Maventa user interface, the closing occurs as follows:

1. Go to the following section in the Maventa account: Collection services > Settings > General settings
2. Click the Disable button at the bottom of the view

After closing, it is not possible to transfer new invoices to the reminder or collection process. Visma Amili Oy will continue to handle pending assignments, reminders, and payment monitoring even after the service is closed.

Costs and billing criteria

Activating and implementing the service is free of charge for the assignor with no separate additional fees.

However, additional costs may arise from the use of the service and the later stages of the debt collection process, which relate to the actual debt collection actions performed. More specific country- and situation-specific cost criteria are defined in Visma Amili's separate service description and price list here: Visma Amili - Palvelusopimus & -hinnasto (available only in FI).

Settlements to the assignor

Unlike in other service models, the reference number of the original invoice is always used for payments in Amili Perintä.

Forwarding of the payment: When the end customer makes a payment, the payer is shown as VISMA AMILI.

Allocation of receivables: Because the reference number remains the original one, the allocation of receivables and updating of the ledger are handled in the financial management software in the usual manner.