Cash by collector

If you have collectors out on routes, the inevitable question is: how much is each one bringing back?

First, how it actually works

Prestafolio does not create a separate cash box per collector. There is one open cash box per business, and everyone collecting that day records their movements in that same session.

What Prestafolio does do is sign every movement: each inbound and outbound entry stores who recorded it. That is where the per-agent breakdown comes from: how much each person collected, delivered and spent within the shift.

Practical consequence: if you close the cash box while a collector is still on their route, they will not be able to record any more collections. Keep the shift open until everyone is done (Opening and closing the cash box).

How much each collector is bringing

Go to Cash → Cash history → the session and scroll to Per-agent breakdown. You get one row per person:

That is the cash that passed through each person's hands during that shift: what they owe you when they come back, what you handed out in disbursements and what each one paid in cash expenses (for example, fuel for the route). Expenses have their own column: they count neither as collected nor as delivered.

It requires the cash statistics permission. Without it, a collector sees the movement list but not the sums (Cash permissions).

What about collectors without access? They have no cash drawer and no row of their own in this breakdown: the cash they bring you goes into the cash box of whoever records the payment, usually you at the office. To know how much each one collected, use the reports, which credit each payment according to its Collected by. See Assigning collectors and crediting collections.

What a collector sees about themselves

Every collector has their own screen, "My performance", which requires no permission because it only shows their own numbers:

• What they collected today and this month (principal, interest, arrears, services).
• Their assigned portfolio: active loans, outstanding principal, overdue loans and projected arrears.
• Their contribution to the open shift: what they collected, what they delivered and what they spent in cash.

What they do not see there: the business balance, the expected count, or what anyone else collected. That is owner information.

Why "what they collected" may not match what you expect

There are three legitimate reasons (not bugs) why a collector's cash breakdown can differ from the sum of their payments:

1. Reversals do not erase, they subtract. If María collected RD$ 2,000 and you later reversed that payment, the shift holds two movements: María's inbound entry (RD$ 2,000, still hers) and an outbound entry in your name (RD$ 2,000). María's "collected" still shows those 2,000, even though the payment no longer exists. That is a faithful record of what happened: she did receive the money. See Cash count and movements.

2. Bulk collections are a single movement. If Pedro collects 4 overdue installments of one loan at once, the cash box records one movement for the total, not four. In the report you see a single large collection.

3. The payment recorded on someone else's behalf. If María collects without access to the platform and you record her collections at the office, the cash shows up in your row of the breakdown (it went into your cash box), while the reports credit it to María, because she is the one in Collected by. The same happens if you pick another collector in that field when recording. Each figure is right in its own domain: one is about cash, the other about who collected.

When an installment is paid with partial payments from different collectors, each partial payment stays under whoever collected it and the reports split the installment in proportion to what each one contributed.

Rule of thumb: the cash breakdown talks about physical cash; the payment reports talk about debt collected and who collected it. To settle a collector's bag at the end of the day, use the per-agent breakdown.

Settling a collector's route, step by step

1. When the route ends, open the report of the current session.
2. Find the collector's row in the per-agent breakdown.
3. That "Collected" figure is what they owe you in cash, minus anything they reversed themselves (check the movement list; reversals are recorded under whoever performed them) and minus their cash Expenses for that shift (with their receipt, if they uploaded one).
4. Take the money in, and only then close the cash box and run the count for the whole business.

If you want to compare collectors over time

The per-agent breakdown is shift-scoped. To see performance over time (collections per period, portfolio and arrears per collector), use Reports → collector performance, available from the Gold plan and with the reports permission granted. See Plans and billing.