Enumerate Collections Workflows Setup and Attorney Referrals Guide

In Enumerate, collections and attorney referrals are set up by defining a delinquency policy (days late, fees, notices), automating tasks and letters (who does what at each stage), and creating an “Attorney/Legal” stage that stops owner-facing automation and packages the account for handoff (ledger, notices, owner info). If everything else is already configured, the remaining work is usually just mapping triggers, testing on one delinquent account, and locking permissions so staff can’t accidentally skip steps.

 

Before touching workflows (quick checks)

 

• Owner data: mailing address, email, phone, property, owner type.
• AR setup: assessments post correctly; late fees/interest rules exist.
• Templates: demand letters, intent-to-lien, attorney referral letter.
• Roles: who can waive fees, edit stages, export ledgers.

 

Build the collections workflow (stages + triggers)

 

• Create stages like Friendly Reminder, Late Notice, Final Demand, Pre-Lien, Attorney Review, Referred.
• For each stage, set entry rules (example: “balance > $0 and days past due ≥ X”).
• Attach actions: generate letter, send email, create task (call owner), apply late fee (if your policy allows).
• Add exit rules: auto-exit when balance is $0 or payment plan is active.

 

Common mistakes that cause panic later

 

• Wrong “days late” logic: counting from invoice date instead of due date.
• Fees compounding: late fee + interest both applied when policy intended only one.
• Notices sent to the wrong address: owner mailing address not updated.
• Automation keeps running after referral: owners still get reminders while attorney is filing.

 

Set up attorney referral (clean handoff)

 

• Create an Attorney Review stage that requires a staff task: “verify ledger, verify owner, board approval if required.”
• Create a Referred to Attorney stage that stops all owner notices and locks fee automation.
• Define the referral package: current ledger, aging report, governing docs policy, notice history, owner contact + mailing address, property info.
• If using integrations/export, map fields once and save as a referral template.

 

Testing (do this even if everything is “already set”)

 

• Pick one delinquent account and run it through stages in a test cycle.
• Confirm: correct letter, correct address, correct fee, correct stage change.
• Make sure paying in full removes the account from collections automatically.

 

When to contact Enumerate support or get advanced help

 

• Letters not merging fields (blank owner name, wrong balance).
• Stage rules misfiring across multiple associations or management groups.
• Attorney export/integration needs custom mapping or secure delivery.