Even if you have followed all our previous blog post tips on overcoming email hurdles to a T, you can still run into one major problem. Sometimes customers simply forget. They’ve received and opened your email, but haven’t had a chance to make a payment. If you haven’t sent out a reminder email, you are just as much at fault. You should always be reminding your customers to pay on a regular basis. Unfortunately, who has the time to do this?
In this blog post, we’re going to look at the best ways overcome the email hurdle of finding time to send reminders.
Looking up the information on an invoice and customer, checking notes, finding contact information, drafting an email, and consistently following up on it until it’s paid is not hard when you’re talking about one customer or invoice. But when you consider the large number of invoices you’re tracking as well as the related information and documentation that goes along with them, things begin to get significantly more complicated. Considering the many other important tasks involved in collecting unpaid invoices, such as managing disputes and calling on late invoices, it’s no wonder most companies don’t start sending out emails until after the due date. Accounts receivable automation can play a huge role in changing that in your organization, here are just a few of the ways:
- An automation solution centralizing information so collectors no longer need to waste time looking through old emails and jumping in and out of various business systems to look up contacts, invoice details, and other information in order to write up an email. Everything they need to know will be in one screen.
- Automatically send emails to customers with copies of invoices and predefined templates for each phase of the collection process including new customer welcome letters, payment reminders, past due notices, collections emails, statements, and more. That way communications are always being sent and the message is always relevant to the situation.
- A system will automatically track all outbound and inbound email communication. This will not only help collectors quickly get up to speed on the status of an invoice and situation before contacting the customer, but provide vital information and documentation to quickly settle disputes and improve customer service.
In the end, it all comes down to time. With automation you no longer need to MAKE time to send a collection email to customers, the system will do it for you while you’re taking care of your other more important tasks.
Delivering the right message at the right time is important, whether you’re using automation or not. If you haven’t had a chance, make sure you check out the rest of our posts on overcoming email hurdles, including getting the email into their inbox, getting them to open the email, getting them to read it and getting the customer to take action.