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Sending custom invoice reminders (manually)

Sending custom invoice reminders (manually)

(TP44897 / 2023.2602)

Manually create and send invoice reminders

Use Flow

BRP Back Office → Invoicing → Demand management

  1. Select invoice/invoices → click the “Create demand notes” button → select “Yes”

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

    2. 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.

    3. The amount of days since the last reminder was sent need to be equal or less than the “min days between the next step” of the next step to be applied.

  2. 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.

    1. 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.

  3. User can select multiple options from Invoice reminder flow action dialog

    1. Email

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

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

    2. SMS

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

    3. Push notification

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

    4. Print

      1. 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)

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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.

 

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

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.

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

Manually send a direct payment link

It is possible to manually send a direct payment link for a specific invoice. This can be done even for invoices that does not yet have the “Reminder” status. The link will take the user directly to the payment step of the selected invoice, without having to log in.

Note: This is only possible if the setting useAutomatedReminderSolution is enabled.

Message templates

BRP Configuration → Settings → Messages

Message template

Description

Message template

Description

Unpaid invoice email payment link

Default text when choosing to send the direct payment link through email. Include the parameter ${url} in the message.

Unpaid invoice SMS payment link

Default text when choosing to send the direct payment link through SMS. Include the parameter ${url} in the message.

Unpaid invoice push notification payment link

Default text when choosing to send the direct payment link through a push notification. Include the parameter ${url} in the message.

Use Flow

BRP Back Office → Invoicing → Invoices

  1. Find the specific invoice you want to send a direct payment link for, and open it.

    1. This can be done from either Back Office → Invoicing → Invoices, or by navigating to the specific person (Back Office → Persons) and clicking on the “Invoices” tab.

  2. Click on the “Send payment link” button at the bottom of the page.

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  1. A dialog will open where you are asked if you want to send the payment link to the person through BRP. If not, you have the option to copy the link.

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  1. If you want to send the payment link to the person through BRP, click Yes.

  2. You will now get the option to choose or more channels to send the payment link through. The default text will be fetched from message templates (see information above) but can be changed in this step as well.

  3. Click “Next” to send the message.

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  1. When the user clicks on the link, they are navigated a page that immediately shows the possibility to pay the invoice:

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  1. If they close the “Pay invoice” modal, they can either view the invoice by clicking in PDF, or open the payment modal again by clicking “Pay”.

    1. The user will not be able to do anything else on this page. There is no option to log in or view any other parts of the web.

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Important notes

  • 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.

  • BRP will add logs for all failed reminders (reminders which couldn’t be sent) on the invoices. Example: Failed to send reminder 1, distribution method: SMS

  • The “Send reminder” button will be hidden when the Automatic Reminder Solution flow is enabled.

  • Important: The direct payment link - {$url} parameter - will not work when creating and sending a reminder manually. The parameter will only create a link when the reminder is sent automatically, or through the “Send payment link” button on a specific invoice (see instructions above).