The Yuki reminder and demand for payment service helps you receive your money from your customers faster. Through a well-timed and careful process of reminders and demands for payments, your invoices are brought to your customers' attention more often in a customer-friendly way. The dunning process is largely monitored and automated by Yuki and requires no direct user actions.
This service also allows you to block automatic sending of reminders and demands for payment letters to one or more customers.
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Yuki also offers the ability to automatically send reminders and demands for payment letters in different languages (English, French and/or German).
All functionality of the Reminder and demand for payment service is located in Sales Advanced.
The Reminder and demand for payment is only available when a user with the ‘Management’ role has selected the Small, Medium, Large or Unlimited bundle through the Yuki Store in the domain.
Only a user with the role ‘Management’ role can activate and also stop this service.
Click on the video to watch “Yuki Reminders”!
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:
TIP! You can see at any time in a test report which reminders have been sent automatically or are about to be sent. For a detailed description see article Check reminder and demand for payment service report. |
Access to Reminder and demand for payment service
All settings for the Reminder and demand for payment service are centralized within your domain and divided into logical categories.
To access these settings:
- click on the Settings icon in the navigation bar
- in the now-opened screen click on Reminder settings
- then click on the Automated reminders tab.
Automating reminders
In practice, a debt collection process can consist of four steps:
- Sending reminders
- Sending demands for payment
- Collection by debt collection agency
- Collection by a bailiff.
The reminder and demand for payment service helps you with the first two steps of the debt collection process.
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In Yuki, there is an option to use an API link with Outstanding24. This system functions as a comprehensive CRM for organizations that manage a large number of sales invoices and need efficient accounts receivable management.
Functionalities of Outstanding24 include call actions, payment schedules, automatic reminders and dunning, debt collection and bailiff for which a file is automatically created.
Outstanding24 provides support for all four steps in the collection process, making it a valuable extension for companies looking to optimize their accounts receivable management.
For more information on the link with Outstanding24 see https://www.yukisoftware.com/nl-nl/integraties/outstanding24/
For a detailed description on the Yuki API link, see article Yuki API link.
How does it work?
Every day, Yuki checks which outstanding invoices require a letter to be sent. Yuki automatically selects:
- which letter is applicable (Reminder level, reminder layout of the appropriate level)
- which payment method is applicable (Yuki prefers to use the reminder layouts 'Direct Debit' or 'Non-automatic Debit' over the reminder layout 'Both)
- creates the letter
- sends it by email.
To avoid sending unjustified reminders or dunning letters, Yuki first checks that the accounts are sufficiently updated:
- The bank should not be older than 14 days
This is to prevent that the customer has already paid but the bank's records have not yet been updated. So for a properly functioning Yuki service, it is advisable to upload the bank at least every two weeks. Even better, if possible,link the business checking account at your bank with Yuki so that transactions can be automatically read into Yuki every day. - All customer payments should be matched
To prevent unjustified reminders, Yuki will not send any reminders as long as there are unmatched payments from that customer.
Outstanding items created via a general journal entry for e.g. the opening balance are not taken into consideration in the debt collection process!
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You can also find the automatically sent reminder in the sales invoice itself by opening the sales invoice in question and then clicking on Invoice reminders.
ATTENTION!
When automatically sending an English, French or German reminder, Yuki selects the most optimal reminder or demand for payment to send in the order below:
- Yuki checks whether an English, French or German invoice (layout) has already been sent
- Yuki checks whether the contact has an English, French or German standard invoice layout defined.
- Yuki checks if a reminder layout without a language (in ‘Language’ field) is present.
- Yuki checks if a reminder layout is present in the same language as defined by the user in their personal preferences.
- Yuki selects the most recently created or modified reminder layout.
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