Set up reminder and demand for payment service

Disclaimer

All screenshots in the article were taken in the Dutch version of Yuki.

To make sure that Yuki automatically sends letters (reminders and demands for payment) to your customers, the following things need to be taken care of:

• activate reminder and demand for payment service 
• set up reminder and demand for payment service (including defining deadlines for payment notification, reminder, demand for payment and formal notice) 
• check and adjust text and reminder layouts of letters (reminder or demand for payment)
• block automatic sending of reminders and demands for payment:
  • reasons blocking automatic sending of reminders and demands for payments
  • block customer from receiving automated reminders and demands for payments.
• check test report.

All captured settings such as reminder and demand for payment service settings, among others, are grouped and categorized in one place in your domain.  

Open your domain settings by clicking on the Settings icon in the navigation bar.

In the now-opened screen, click on Reminder settings and then click on the Automated reminders tab.

The following describes how to set up the reminder and demand for payment service.

Automated reminders 

On this tab, you enter a number of settings and set the terms for reminders and dunning letters to be sent automatically by Yuki.

TIP!

The reminder and demand for payment service can always be stopped by clicking on the Stop service button.

Only a user with the ‘Management’ role can stop this service.

Settings

Email from address

Enter the e-mail address from which the reminders and demands for payment should be sent. In practice, the customer will sometimes want to respond to the reminder by sending a reply to the e-mail. So make sure that the mailbox of the e-mail address is regularly consulted.

Minimum amount outstanding

To prevent reminders/dunning letters being sent for amounts that are too small, you can enter the minimum amount here.

ATTENTION!

If no minimum amount outstanding is entered, a reminder/dunning letter will always be sent.

Minimum percentage outstanding

To prevent small payment differences leading to reminders/dunning letters you can also enter a percentage. If, for example, you enter 2%, no reminder/dunning letter will be sent for an invoice of 1000 Euros of which less than 20 Euros still have to be paid.

ATTENTION!

If no minimum percentage is entered, a reminder/dunning letter will always be sent.

Sending report

Indicate whether a report should be sent. If yes, should this report be sent daily or weekly.

Send report to: 

You will be kept informed by Yuki about the letters sent and for which invoices no letters were sent. Here you can specify which user Yuki should send this report to.

Terms

Up to four letters (by e-mail) are sent per invoice:

• 1 - Payment notification
  This is sent by default 3 days before the due date of the invoice. Its purpose is to bring the invoice to the customer's attention once again and to indicate that the due date is about to expire.
  Sending an alert can be disabled.
• 2 - Reminder
  By default, this is sent 10 days after the due date.
• 3 - Demand for payment
  This is sent by default 30 days after the due date.
• 4 - Formal notice
  This is sent by default 45 days after the due date.

The number of days of a term can be changed manually.

If the customer has still not paid after 60 days, it is advisable to transfer the claim to a collection agency!