The Invoice Factoring View

Invoice Factoring: Dynamic Decision Workflow and Actions

The Invoice Factoring Board is an interactive Kanban system that provides Credit Officers with a consolidated view of all invoice data and operational control to manage the decision workflow from activation of invoice to financing. The board’s structure is flexible and can be customized to match your company’s specific risk and review process.

1. The Three Levels of Information

The cards on the board serves as a gateway to three core levels: clients, debtors and invoices. Clicking on a card drills down to the next level and changes the context of the Right-Side Information Panel, ensuring the Credit Officer has a complete view of risk and capacity before making financing decisions.

Information Level	Description	Key Information Fetched (Side Panel)
Clients Level	Represents a view of all clients with active factoring invoices.	Displays an aggregated overview of all invoices in financing.
Debtors Level	Represents a view of all debtors with open factoring invoices to a specific client.	Displays Credit Information (Credit limit, Total recourse) and Risk Overview (Decision, Credit rating, Risk margin). Includes access to external credit scoring.
Invoices Level	Represents a view of all invoices for a specific debtor.	Displays Debtor Profile, Risk Overview, and Credit And Insurance (Credit limit, Insurance limit). Includes access to external credit scoring.

2. Dynamic Decision Workflow (Kanban Columns)

The board is organized into columns (swimlanes) that visually track the decision process. You can configure these in the Settings, found in the top right corner of the Invoice Factoring view.

• Mandatory Columns: The system enforces specific columns to drive core ledger and status changes. These cannot be deleted.
  • Pending Financing: The entry point for new invoices.
  • Refinance: For invoices requiring refinancing logic. NOTE: Only applicable companies with refinancing.
  • Decisions: The final step for processing. This column contains specific drop zones for Finance, Service, and Deny.
• Customizable Workflow: You can add “Standard” columns to represent interim steps in your process (e.g., Waiting, Ready for approval, or Manual check).
• Additional settings: You can also toggle settings such as “Collapse swimlane” or “Exclude from engine rule validation” for each column.

Apart from Decisions and the external financing column, a column carries no logic. A column you add is a place to park invoices and its Name can be anything. Moving an invoice between such columns, or running the rule engine again, does not change its recourse (see the RC icon below).

3. Invoice Actions: Granular Separation

The Credit Officer executes actions from three distinct locations: the drag-and-drop zones, the side panel on client/debtor level, and the icons on the invoice card.

A. Drag-and-Drop Decisions

To change an invoice’s status, drag the card to the appropriate column (e.g., Waiting, Ready for approval, or Manual check).

When dragging to the Decisions column, three specific drop zones are available:

1. Finance: Approves the invoice and triggers funds disbursement (Prompt: “Are you sure you want to move invoice to finance?”).
2. Service: Moves the invoice to the Invoice service product, so it is handled as a service invoice instead of being financed (Prompt: “Are you sure you want to move invoice to service?”).
3. Deny: Rejects the financing request (Prompt: “Are you sure you want to move to deny?”). The invoice gets the status Denied Financing, its product is switched to Invoice service and Use Recourse is cleared. The invoice was never activated, so nothing was bookkept for it and there is nothing to write off or close afterwards.

Decide before the invoice is financed

Finance, Service and Deny only accept invoices that are still waiting for a decision. Once an invoice has been financed it cannot be moved back to service, and Deny cannot be used on it. The share of the invoice that is financed, the Finance percentage, is also set before the invoice is financed; see Change financing rate below.

B. Side Panel Actions (Entity Management)

The Right-Side Panel offers deep-dive actions for the Client and Debtor:

• Open Client/Debtor View: Quick access to specific debtor or client details directly from the panel.
• System Debtor History: View of ledger of the system debtor.
• Notes & Tasks: Create internal notes or “To-Do” items linked specifically to the client or debtor.
• Get Credit Score: (Debtor View) Fetches real-time credit data from providers (e.g., Dun & Bradstreet).
• Adjust Credit and Insurance Limits:
  • Adjust credit limits directly in the Invoice Factoring View.
  • Adjust or apply for new insurance limits.

C. Invoice Card Action Icons

These icons appear directly on the invoice card, allowing for quick operational tasks without leaving the board view.

• Use/Remove Recourse (RC Icon): Opens Use recourse with the question to set or remove recourse for the invoice (buttons Set recourse or Remove recourse). This is the way to decide, per invoice, whether it is financed with recourse. It is only possible while the invoice waits for a decision: after the invoice is financed, recourse cannot be set or removed. There is no bulk toggle, and a rule engine decision that ends in Finance with recourse or Finance without recourse sets it when the invoice is financed. To hand a financed invoice back to the client, use the Recourse action on the invoice, see Recourse and recourse interest.
• Delivery Confirmation (Envelope Icon): Opens a dialog to send a delivery confirmation email or SMS to the debtor/client.
• Send External Financing (Document Dollar Icon): Triggers the “Invoice to finance” prompt to submit the invoice for external funding.
• Change financing rate (Percent Icon): Opens Change finance percentage, where you set Finance percentage (1 to 100) or Finance amount for this invoice. It overrides the percentage defined on the client. Once the invoice is financed the percentage is shown read-only as Financed Percentage in the invoice view, and the financed share cannot be raised afterwards.
• Add Note (Note Icon): View and add new notes to the invoice.

4. Global actions

• Manually Run Rule Engine: Located in the top-right corner, this button forces a re-evaluation of all invoices against the current risk rules. It includes options to control what invoices should be included to avoid unnecessary load.