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How to manage statuses?

The statuses are used to qualify items (invoices, credit notes, etc.) to indicate the stage they are at in the collection process.

They are associated with receivables after performing the reminder and also include a comment providing details on the situation of the selected items.
→ For more information: Why and how to qualify your items .

When your My DSO Manager account is created, standard statuses are automatically available.

Types of status are divided into five non-editable categories:
  • On going: groups all statuses indicating that an action is ongoing
  • Promise to pay: used when the customer has committed to paying the receivable
  • Dispute: corresponds to invoices whose payment is contested by the customer
  • Dispute resolved: indicates that the invoice was disputed but the issue has been resolved, meaning the item is recoverable again
  • Litigation: identifies items for which amicable collection has failed and are now under litigation (claim declared to the credit insurer, legal action, etc.).
Within these categories, you can create, edit, and delete statuses to fit your company's activity and operational needs.

To do so, go to Settings → Manage item statuses Link. You can view the list of statuses and perform the desired operations.

Create or edit a status:



When creating or editing a status, several fields allow you to define its behavior and the related actions:

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  • Status type: main category of the status (In progress, Promise to pay, Dispute, etc.).
  • Status: name or label of the status (e.g. « Reminder N1 », « In dispute », « Credit note issued »...).
  • No. of days follow-up action: default delay before triggering the follow-up action (7 days by default).
  • Active: allows activation or deactivation of the status for users.
  • Specific action associated with the status: action model (email, call, letter...) linked to this status.
  • Automatic action: execution of a configured action at the due date (optional).
  • Automatic action to confirm: requires user validation before executing a planned action.
  • Internal interactive email: designed for internal stakeholders, allowing them to interact within My DSO Manager regarding action requests or dispute follow-ups.

Set the desired follow-up delay

Define the default number of days after which the follow-up action should be triggered (7 days by default).
This value applies especially for out-of-scenario actions (dispute or specific action).
The user can modify this value when creating the action if necessary.
  • For example, the delay can be set to 2 days for a simple dispute (pricing, administrative...) and 7 days for a more complex issue (technical, commercial...).
Exception to this rule: if a promise-to-pay date is entered, the follow-up action date will match this date, which will always remain editable by the user.

Associate a specific action with the status

It is also possible to associate a specific action model with the status.
This configuration is part of the logic of MAIA, the artificial intelligence of My DSO Manager.
MAIA uses this information to guide, plan, and trigger the most relevant actions in the collection process.

During this configuration, all actions available in your action library are available for you to select the most appropriate model.
Find them under Admin → Manage reminder scenariosLink.

Role of MAIA LogoMAIA

With these settings, each status becomes a reference point for MAIA to determine the next most relevant follow-up step: reminder, call, or internal action.
MAIA Feedbacks - How to qualify items based on clients' feedbacks ?.

The report Item statusesLink highlights the amount of outstanding receivables per status type and status. It also shows the qualification rate of overdue items, which is a key indicator for assessing whether overdue receivables are being efficiently followed up.
→ Learn more: What is the item status report?.

Statuses are essential in My DSO Manager, as they allow you to track the collection process and form the basis for performing reminder actions, whether towards the customer for healthy receivables or towards internal stakeholders for disputed ones.
They also serve as a basis, for example, when performing a doubtful debt provisioning campaign: a simple extraction of items with a « Litigation » status provides the list of invoices concerned.
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