Sending custom invoice reminders (manually)

Owned by Karl Lundkvist
Last updated: Oct 07, 2024 by emilia.stern
3 min read

(TP44897 / 2023.2602)

How to use

How to send invoice reminders

BRP Back Office → Invoicing → Demand management

Select invoice/invoices → press ‘Create demand notes' button → option 'Yes'

 

  • A step will be applied to an invoice based on the reminder count of the invoice and days since the last reminder date.

    • If an invoice already has 1 reminder, then the next reminder step is step no 2. If there is only one step in the installation. User cannot send a reminder for that invoice.

    • Also days since the last reminder of invoice need to be equal or less than the ‘min days between the next step’ of the next step to be applied.

 

  • If there are no steps configured in the installation, user cannot send reminders for the selected invoices.

  • If there are configured steps in the installation user will be able to proceed. The action dialog will clearly state which invoices can and cannot be sent reminders.

 

image-20241007-082022.png

 

SMS, e-mail and push notification will be preselected if any of the reminder steps for the selected invoices has an SMS template, e-mail template or push notification template.

  • User can select multiple options from Invoice reminder flow action dialog

    • Email

      • The content of the ‘Email Template’ of the next reminder step will set as the email body

      • An invoice reminder report pdf, generated from the report template of the next reminder step will be attached to the email as an attachment

    • SMS

      • The content of the ‘SMS Template’ of the next reminder step will be the content of the SMS

    • Push notification

      • The content of the ‘Push notification Template’ if the next reminder step will be the content of the push notification.

    • Print

      • User will see only one PDF report which contains multiple reports for each selected invoices. (Each report could be from different report templates according to the reminder step)

         

 

Email and SMS will be sent in the background (asynchronously) and will show a summary dialog after that. Therefore reminders will be sent even if the user closes the tab.

 

  • There may be scenarios reminders cannot be sent

    • Missing Email/SMS template of the reminder step

    • Missing email address/Mobile phone number of the customer

    • Email/SMS failures

The summary dialog will inform the user of success/failures of reminders. So failed scenarios also will be in the summary.

 

When the user selects both SMS and Email as sending options, failures are counted only when the customer doesn’t receive an email. Because email has more data than SMS (Reminder report is also attached in emails). If the customer receives only an email for the reminder then it is a successful case. Then the SMS failure will not be in the summary dialog.

 

The ‘Yes' option to the summary dialog displays the reminders which couldn’t be sent.

 

System will add logs for all failed reminders (reminders which couldn’t be sent) on their invoices

Ex: Failed to send reminder 1, distribution method: SMS

 

The 'Send reminder' button is hidden when the Invoice Reminder step flow is enabled.