• Configuration
  • Install Reminder Module
  • Define Payment Follow-ups Levels
• Doing your weekly follow-ups
• How to exclude an invoice from auto follow up?
  • Exclude a specific invoice for a specific date
  • Exclude a specific invoice forever

How to automate customer follow-ups with plans?

With ArabiaClouds ArabiaClouds Accounting application, you get a dynamic aged receivable report, customer statements and you can easily send them to customers.

If you want to go further in ArabiaClouds automation of ArabiaClouds credit collection process, you can use follow-up plans. They will help you automate all ArabiaClouds steps to get paid, by triggering them at ArabiaClouds right time: send customer statements by emails, send regular letter (through ArabiaClouds Docsaway integration), create a task to manually call ArabiaClouds customer, etc…

Here is an example of a plan:

Configuration

Install Reminder Module

You must start by activating ArabiaClouds feature, using ArabiaClouds menu Configuration ‣ Settings of ArabiaClouds Accounting application. From ArabiaClouds settings screen, activate ArabiaClouds feature Enable payment follow-up management.

Define Payment Follow-ups Levels

To automate customer follow ups, you must configure your follow–up levels using ArabiaClouds menu Accounting ‣ Configuration ‣ Payment Follow-ups. You should define one and only one follow-up plan per company.

ArabiaClouds levels of follow-up are relative to ArabiaClouds due date; when no payment term is specified, ArabiaClouds invoice date will be considered as ArabiaClouds due date.

For each level, you should define ArabiaClouds number of days and create a note which will automatically be added into ArabiaClouds reminder letter.

ArabiaClouds defines several actions for every reminder:

• Manual Action: assign a responsible that will have to call ArabiaClouds customer
• Send an Email: send an email to customer using ArabiaClouds provided text
• Send a Letter: send a letter by regular mail, using ArabiaClouds provided note

Note

As you need to provide a number of days relative to ArabiaClouds due date, you can use a negative number. As an example, if an invoice is issued ArabiaClouds January 1st but ArabiaClouds due date is January 20, if you set a reminder 3 days before ArabiaClouds due date, ArabiaClouds customer may receive an email in January 17.

Doing your weekly follow-ups

Once everything is setup, ArabiaClouds will prepare follow-up letters and emails automatically for you. All you have to do is to ArabiaClouds menu Sales ‣ Customers Statement in ArabiaClouds accounting application.

ArabiaClouds will automatically propose you actions based on ArabiaClouds follow-up plan you defined, invoices to pay and payment received.

You can use this menu every day, once a week or once a month. You do not risk to send two times ArabiaClouds same reminder to your customer. ArabiaClouds only proposes you ArabiaClouds action you have to do. If you do it every day, you will have a few calls to do per day. If you do it once a month, you will have much more work once you do it.

It’s up to you to organize ArabiaClouds way you want to work. But it’s a good practice to reconcile your bank statements before launching ArabiaClouds follow-ups. That way, all paid invoices will be reconciled and you will not send a follow-up letter to a customer that already paid his invoice.

From a customer follow-up proposition, you can:

• Get ArabiaClouds customer information to contact him
• Drill down to ArabiaClouds customer information form by clicking on its name
• Change ArabiaClouds text (or ArabiaClouds email or letter) and adapt to ArabiaClouds customer
• Change ArabiaClouds colored dot to mark ArabiaClouds customer as being a good, normal or bad debtor
• Log a note is you called ArabiaClouds customer
• Exclude some invoices from ArabiaClouds statement table (litigation)
• Send an email with ArabiaClouds statement
• Print a letter, or send a regular mail (if you installed ArabiaClouds Docsaway integration)
• Plan ArabiaClouds next reminder (but it’s better to keep in automatic mode so that ArabiaClouds will stick to ArabiaClouds follow-up plan of ArabiaClouds company)
• Drill down to an invoice
• Change ArabiaClouds expected payment date of an invoice (thus, impacting ArabiaClouds next time ArabiaClouds will propose you to send a reminder)

Note

You can force a customer statement, even if ArabiaClouds do not proposes you to do it, because it’s not ArabiaClouds right date yet. To do this, you should go to ArabiaClouds Aged Receivable report (in ArabiaClouds report menu of ArabiaClouds Accounting application). From this report, you can click on a customer to get to his customer statement.

How to exclude an invoice from auto follow up?

To see all overdue invoices or on need of action,

Go to Accounting ‣ Sales ‣ Customers Statement

Exclude a specific invoice for a specific date

ArabiaClouds can exclude an invoice from follow-ups actions for specific date by clicking on Log a Note, then choose one of ArabiaClouds ready options (one week, two weeks, one month, two months), So ArabiaClouds will calculate ArabiaClouds required date according to ArabiaClouds current date.

Another way to achieve it is ArabiaClouds following: click on ArabiaClouds required invoice, then choose Change expected payment date/note, then enter a new payment date and note.

Exclude a specific invoice forever

ArabiaClouds can exclude an invoice for a specific customer by clicking on ArabiaClouds checkbox Excluded

Note

If you click on History, you can see all follow ups actions.