Using customer default workflows reduces manual decisions for your team and helps ensure payments are collected according to your customer agreements.
This guide explains:
Who customer default workflows are useful for
How default workflows simplify how your team uses Adfin
What happens when you send invoices from Adfin
What happens when invoices are sent from your accounting software
How to manage collection rules for customers
Who customer default workflows are useful for
Customer default workflows can be used by any business, but they are especially useful if:
You have a preferred way to collect payments from most or all customers (for example, using Auto Collect by default).
You have agreed a specific collection method with a customer and want to avoid using the wrong one (such as accidentally requesting a direct debit mandate).
You have multiple users who don’t have full context on how a customer pays and need a simple “send” process without extra decisions.
You use software that creates invoices and posts them to Xero or QuickBooks, where Adfin then picks them up.
You issue lots of invoices and prefer to request payment in bulk using statements rather than sending individual payment requests.
How default workflows simplify how your team uses Adfin
As a reminder, Adfin supports two main ways to collect payments:
On Demand – where your customer receives a payment request and chooses how to pay (card, Apple Pay, Google Pay, or bank transfer).
Auto Collect – where your customer authorises a Direct Debit mandate and payments are collected automatically.
You can also choose to send statements, which summarise all unpaid invoices and payment requests.
With customer default workflows, you can:
Set a default collection method for each customer, so your team doesn’t need to decide how to collect payment every time.
Use Auto Collect for most customers, while keeping specific customers on On Demand.
Turn off Auto Collect for individual customers to ensure a Direct Debit mandate is never requested if they have declined it previously.
Decide whether Adfin should send and collect each invoice individually, or only collect payment through statements.
This is particularly helpful if you issue many small invoices and want to request payment in bulk.
To configure customer defaults:
Go to Settings → Workflows → Customer defaults.
Set your preferred default configuration.
Choose whether the changes should apply only to new customers or be applied in bulk to existing customers when you save.
What happens when you send invoices from Adfin
When you bulk send invoices from Adfin, they will be collected according to the customer’s default workflow settings.
If you send a single invoice, you can override the default collection method at the point of sending.
If you have disabled sending and collecting individual invoices, the invoice will be added to the customer’s statement instead. Statements are then sent and collected according to your statement workflow settings.
What happens when you send invoices from your accounting software
If you use Adfin with Xero or QuickBooks, you can choose whether collection behaviour is controlled in Adfin or in your accounting software.
If you use branding themes in Xero or invoice terms in QuickBooks to specify On Demand or Auto Collect, this will override the customer’s default collection method in Adfin.
If no collection method is specified in your accounting software, Adfin will use the customer’s default workflow.
If Auto Collect is turned off for a customer in Adfin, Adfin will never collect using Auto Collect, even if Auto Collect is selected on the invoice in your accounting software.
If you have chosen to collect via statements only, Adfin will not send or collect individual invoices and will instead follow your statement schedule.
How to manage collection rules for customers
You can manage customer collection rules in several ways:
Go to Settings → Workflows → Customer defaults to set the rules applied to all new customers.
You can also choose to overwrite existing customer rules when saving.
Select multiple customers in the dashboard and choose Configure collection methods from the bottom action tray to apply changes in bulk.
Open an individual customer, then select Workflows in the side panel to view and edit their specific collection rules.
These options make it easy to keep collection behaviour consistent while still supporting exceptions where needed.