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.
All the functionality of the Reminder and demand for payment service is integratied into the Sales functionality.
The Reminder and demand for payment service is only available when a user with the 'Management' role has selected the Small, Medium, Large or Unlimited bundle via the Yuki Store in the domain.
Click on the video to watch “Yuki Reminders”! (NL)
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It is also possible to automatically send English, French or Spanish reminders and/or demands for payment to your customers.
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, you can also use the API link with Outstanding24.
If you work with many sales invoices and efficient debtor management is necessary, Outstanding24 offers a kind of CRM system with options such as call actions, mailings, payment schedules including automatic reminders, dunning, debt collection and bailiff for which a file is automatically created.
In short, Outstanding24 helps you with all four steps of the debt collection process mentioned above.
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, creates the letter and sends it by e-mail.
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The automatically sent reminder can be found in the test report. In this report you can easily see which reminders are still to be sent and which have already been sent.
For a detailed description see the article Check report reminder and demand for payment service.
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.
Automatic sending of English, French or German reminder
When automatically sending an English, French or German reminder, Yuki selects the most optimal reminder or demand for payment to be sent in the following order:
- Reminder level: Yuki selects reminder layout of the correct level
- Payment method: Yuki prefers to use the 'Collections' or 'No collections' reminder layouts over the reminder layout 'Both'.
- Language:
- 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 default invoice layout recorded.
- Yuki checks whether a reminder layout without a language (in field 'Language') is present.
- Yuki checks whether there is a reminder layout in the same language as that set by the user in his or her personal preferences.
- Yuki selects the most recently created or changed reminder layout.
To avoid sending unjustified demands for payment, Yuki first checks whether the administration is sufficiently updated:
- The bank should not be older than 14 days. This is to avoid that the customer has already paid but the bank's administration 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 payment account at your bank with Yuki so that transactions can be automatically read into Yuki every day.
- All customer payments must be matched. To prevent an unjustified reminder or demand for payment from being sent, Yuki will not send reminders as long as there are unmatched payments from that customer.
The outstanding items created via a general journal entry for, for example, the opening balance are not included in the demands for payment procedure!
Prepare automatic sending of reminders and demands for payment
For Yuki to automatically send letters (reminders and demands for payment) to your customers, the following things need to be in place:
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:
- check test report.
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