Ropo Reminder & Collection

With Ropo Reminder & Collection, you can transfer overdue invoices to Ropo for reminder and debt collection.

• B2B invoices can be transferred 7 days after the due date.
• B2C invoices can be transferred 14 days after the due date.

Ropo handles reminder sending and all debt collection activities. The service is available in Finland, Sweden, and Norway, with additional countries such as Denmark and Germany planned (timeline TBD).

The service is provided by Ropo and delivered through Maventa as part of the Maventa service, with no separate usage fee. However, costs may arise in the later stages of the debt collection process. If a case proceeds to legal debt collection, any official authority fees incurred will be charged from the customer (service user). In addition, if the customer is VAT liable, Ropo will invoice the VAT portion of reminder and collection fees paid by the debtor. Costs may also occur if assignments are cancelled.

Ropo settles capital to the company’s account on a daily basis. Late payment interest is settled monthly as a single payment.

Once an invoice has been successfully transferred to Ropo, Maventa automatically creates an assignment. ERPs can track these assignments using the Receivables API, display assignment information to users within the ERP, report direct payments, or cancel assignments via credit invoices.

Opening the Ropo Reminder & Collection service

To activate the Ropo Reminder & Collection service, call PUT /v2/services/ropo/receivables. Use GET /v2/services/ropo/receivables to check the activation status.

Parameters for the PUT /v2/services/ropo/receivables call

To complete the activation process, Ropo sends an email with a link to a wizard form to the address specified in agreement_contact_email. Through the wizard form, the recipient provides the required company details and electronically signs an agreement with Ropo.

The authorisation can be based on the individual’s role within the company or on a power of attorney, which must be attached to the form if applicable. Completing the form requires strong electronic identification (such as online banking credentials, Mobile ID, or BankID depending on the country).

Activation steps

1. Wizard form — The invoicing company fills in the company details required to open a Ropo One profile. The form also collects the details of the contract approver (a person with signing authority). In Finland, the form additionally asks for a separate KYC form completer (also with signing authority), who can be a different person from the contract approver.

2. KYC verification (Finland only) — After the wizard form is submitted, Ropo sends a KYC email link to the KYC form completer. The KYC form is a separate electronic form outside of Ropo One. In accordance with the Money Laundering Act, Ropo is required to identify its customers and understand their activities.

3. User credentials — After the wizard form is submitted, Ropo sends the Ropo One user credentials.

4. Agreement signing — The contract approver accepts the agreements the first time they log in to Ropo One. The service cannot be used until the agreements are signed.

5. Service activation — Once the agreement is signed and verified by Ropo, the service is activated, typically within 1–2 business days. After activation, invoices can be transferred to Ropo for reminders and debt collection.

Transferring invoices to reminder and debt collection

Transfer overdue invoices to the Ropo Reminder & Collection service using the following API method:

POST /v2/invoices/{id}/assignment/ropo

Provide the invoice ID (UUID) for an overdue invoice along with the following parameters:

Collection_type

• reminder_and_collection — transfer the invoice to a full reminder and debt collection process
• collection — transfer the invoice directly to the collection process when you have already handled the reminder sending yourself. When using this type, reminder_date is mandatory.

Amounts

Capital, costs, and interest must always be reported separately. They must not be combined into a single capital amount.

Payers

Each payer in the array requires the following fields:

Address fields

Main debtor and co-debtor details must be provided separately in the API. For consumer rental receivables (b2c_rental), the payer’s SSN is mandatory — if SSN is missing, the assignment cannot be transferred to Ropo.

Assignment_summary

Provide a specific description of what the assignment refers to:

• Avoid vague descriptions like “purchase of groceries” or “goods”
• Use clear terms, e.g. “purchase of umbrellas”
• “Worked hours” is acceptable
• Row description from the invoice can be used as an alternative
• If several services are invoiced together, specify them clearly: “waste management services & water/sewage fees”

Transfer status

Check the status of the transfer using GET /v1/invoices/{id}/assignment:

• Pending — Waiting for the transfer
• Sent — Transfer successful and an assignment has been created. The response also contains a link and assignment id to the newly created assignment.
• Error — Transfer failed. The most common reason is missing receiver address details. Error reason is visible in error_reason field.

Possible errors

If the invoice is not yet past due, the API returns a 400 error:

{
  "code": "invalid_parameters",
  "message": "Request parameters are invalid",
  "details": [
    "Invoice not expired"
  ]
}

Creating assignments manually

Invoices that have not been sent through Maventa can also be transferred to the Ropo Reminder & Collection service by creating an assignment manually.

To do this, create the invoice using POST ​/v1​/invoices with the prevent_routing parameter set to true. This marks the invoice immediately as SENT without actually delivering it to the receiver. After the invoice is created, use the Ropo Reminder & Collection APIs described above to transfer it to the reminder and/or debt collection process.

Creating assignments manually will have a debit action and it will be billed according to the existing price lists.

Reminder and debt collection schedule

When an invoice is transferred for the reminder and collection process, Ropo sends the first reminder 10 days after the due date for B2B invoices and 14 days after the due date for B2C invoices. If the invoice is transferred directly to the collection process, a payment demand is sent first.

Letters are not sent during weekends or public holidays, which may add a few additional days to the schedule in some cases.

Delivery method of reminders and collection letters

The delivery method depends on the country and how the original invoice was delivered.

Finland

• B2B — Reminders and collection letters are sent electronically to the same delivery address as the original invoice (e-invoice or email). If the original invoice was sent by post, or if the electronic delivery route is no longer available, the letters are sent by post.
• B2C — Always sent by post.

Norway and Sweden

• If the original invoice was sent by email, reminders and collection letters are also sent by email.
• In all other cases, they are sent by post.

You can find the detailed and most up-to-date schedule on Ropo’s website:

• Finland
• Norway
• Sweden — link coming soon

Language of the reminder and debt collection letters

The language used for reminders and debt collection letters is determined from the invoice data:

1. POST /v1/invoices parameter lang
2. Invoice format language field (e.g. Finvoice InvoiceRecipientLanguageCode)
3. If not defined explicitly, the language defaults based on the sender’s country

Assignments

For each invoice transferred to Ropo Reminder & Collection, Maventa creates an assignment. The assignment allows the company to follow up on the collection process and serves as a communication channel between the sender and the collection agency.

To link the sent invoice and the assignment together, the assignment contains reference_ids including invoice_id with the UUID of the original invoice.

An assignment can have one of the following statuses:

1. Open — The assignment is active and Ropo handles the reminder sending and debt collection process depending on the chosen collection type.
2. Closed — The assignment is closed. The invoice has been paid and no charges are open. Ropo has transferred the money to the company’s account.

[
  {
    "id": "fa9781ba-20d1-4677-a125-f04bff7bbac0",
    "status": "open",
    "collection_status": "reminder_sent",
    "service_level": "default",
    "debtor": {
      "name": "Test receiver Oy"
    },
    "due_date": "2020-04-20",
    "issued_at": "2020-04-01",
    "number": "64488",
    "sum": 12.3,
    "paid": 10,
    "currency": "EUR",
    "created_at": "2020-04-15T05:47:07Z",
    "partially_closed_at": null,
    "updated_at": "2020-04-15T21:01:18Z",
    "closed_at": null,
    "reference_ids": [
      {
        "type": "agency_id",
        "value": "078dbb88-ef8e-4115-8260-c8a542aaa87c"
      },
      {
        "type": "invoice_id",
        "value": "f6dcf18d-a1bd-4e72-bb8a-80908527b6c8"
      },
      {
        "type": "number",
        "value": "356241887794"
      }
    ],
    "events": [
      {
        "id": "c0c56722-a28b-49d1-aa87-1c4d7f3cf1af",
        "type": "paid",
        "data": {
          "sum_paid": 10,
          "booked_at": "2020-04-16",
          "archive_number": "12345"
        },
        "party_id": "938fc79f-9c00-47af-8507-cdf15838aa96",
        "seens": [
          {
            "seen_at": "2020-04-15T22:00:06Z",
            "seen_by": "938fc79f-9c00-47af-8507-cdf15838aa96"
          }
        ],
        "created_at": "2020-04-15T21:01:18Z",
        "happened_at": "2020-04-16T00:00:00Z"
      }
    ]
  }
]

Receivables API for assignment handling.

Collection status of the assignment

Events

Events are added to assignments once something happens on the Ropo side, such as a payment made by the debtor. The sender can also add events to communicate information to Ropo, like direct payments to the sender’s own account or a request to credit the invoice.

Automating these events from the ERP is highly recommended. At minimum, automate paid and credit_note events to ensure they are always communicated to Ropo without relying on end users to remember to do this manually.

Receivables API for event handling.

Events added by Ropo

Events added by the sender

Event details

{
    "type": "paid",
    "data": {
      "sum_paid": 200.5,
      "booked_at": "2019-01-04",
      "archive_number": "12345"
    }
  }

Closing the service

Ropo Reminder & Collection can be closed by calling DELETE /v2/services/ropo/receivables. Ropo will still handle any open assignments.