Automated email is used in a variety of industries. Almost every business today is using auto-generated emails to send marketing information to customers. Those pesky emails that build up in your inbox letting you know about a new deal or sale? Those were automated emails sent to hundreds, or even thousands, of potential customers. However, auto-emails aren’t just for spammy email, but can be extremely useful for accounts receivable purposes.
In general, most collection emails take 3 to 5 minutes to craft. Each individual customer’s information has to be researched, invoice numbers have to be checked and then the actual email has to be typed out. If this collection email has to go to one hundred customers, that would be an entire day’s work. Automating these emails instead gets rid of the manual researching and work, which makes the process much easier and quicker.
How Auto-Email Works
The first step to set up auto-email is to create a set of email templates for each email you need to send, such as collection letters, past due notices, new customer welcome email or reminder emails. The template should contain all the information the customers will need with areas for personalization, such as their unique invoice numbers and their first name. Individual invoices can also be attached to these auto-generated emails.
Once the emails are created, the customers can be divided up into a credit class. A credit class groups together customers that all have something in common. For example, if you want to send a past due notice to all customers 45 days past due, you can set a rule in the system to send the invoice to all customers with an open invoice that is 45 days past due. That email will only send out to those specific customers with just one click.
Auto-emails can be scheduled to go out to customers periodically using the pre-created templates. Once it is set, you never have to worry about creating an email or sending them out to customers ever again. It simply does it on your set schedule.
Check back for the rest of this serious, where we will take a look at saving time, improving customer service and improving accounts receivable with auto-email.