Proposal Summary

Nationwide would like to automate the overdue invoice emails to customers in NetSuite.

Requirement

The requirement is to send overdue emails for open invoice to customers in particular days.

Deliverables

The requirement can be achieved by deploying one scheduled script that can be scheduled daily at 10.00 am. Also, we will create new Email templates as follows. The Invoice PDF will be added to the email as an attachment.

The script will find all the Open invoices of the Active customers that satisfy conditions and send the overdue emails in the following formats.

1.      15 days after the due date –

Send a “friendly reminder” email to the customer’s email address on 15 days after the due date.

Email Content:

Subject: Your account requires attention.

Hi [customer name],

Good day,

This is a friendly reminder, as the due date of your payment [Invoice Number] was on [Date].

We would much appreciate it if you could let us know the status of your payment. Please do not hesitate to call us if you have any questions about the balance due on your account.

Thank you very much for your attention to this matter and your continued business.

Sincerely,

Finance Department

              Nationwide Medical Surgical, Inc.

2.      30 days after due date –

 Send “warning” email to the users on the 30th day after the due date.

1. The email will send to the customer’s email address

Email Template:

Subject: Your account requires attention.

Hi [customer name],

Good day,

This is to inform you that your payment [invoice no] is now 30 days PAST DUE.

We would much appreciate if you could let us know the status of your payment. Please do not hesitate to call us if you have any questions about the balance due on your account.

Thank you very much for your attention to this matter and your continued business.

Sincerely,

Finance Department

              Nationwide Medical Surgical, Inc.

3.      60 days after due date –

Will send an automated email to the following users on the 60th day after the due date.

1. The email will be sent to the customer’s email address
2. The script will send the email to the sales rep in the invoice record. If the Sales rep field is empty in the invoice then the email will be sent to the sales rep in the customer record.

Email Template:

Subject: IMPORTANT NOTICE: Your account requires immediate attention

Hi [customer name],

This is to inform you that your payment [invoice no] is now 60 days PAST DUE.

This matter requires your immediate attention. Remit payment as soon as possible.

Please inform us as to the current status of this payment. If you have any questions about this invoice or the balance due on your account, please call us immediately.  Your account is now “On Hold” until payment is received.

We will continue to reach you to resolve this matter.  We hope to resolve this matter swiftly.

Sincerely,

Finance Department

Nationwide Medical Surgical, Inc.

4.      90 days after due date – Email sent to following users:

4. The email will be sent to the customer’s email address
5. The script will send the email to the sales rep in the invoice record. If the Sales rep field is empty in the invoice, then the email will be sent to the sales rep in the customer record.

Email Template:

SUBJECT : URGENT: Immediate Action Required on Your Account

Hi [customer name],

This is an important letter and requires your immediate attention. Despite sending you several reminders, we have received no response from you regarding your seriously past due payment [invoice no]. We have previously requested your attention to this matter with no response. If we do not receive your payment within the next five days, we will take action.

Please reach out to us immediately if you would like to set up a repayment plan.

We sincerely hope you will give this matter serious consideration.

Sincerely,

Finance Department

Nationwide Medical Surgical, Inc.

Assumptions

• If an invoice becomes due for more than 90 days, then the remainder will be sent to the customer daily until it gets paid.
• Customers will get separately email reminders for each invoice.
• Will consider only the invoices of active customers.
• Only the data mentioned in [ ] will be populated dynamically from the invoice and we will add the invoice PDF (using the default PDF template) as an attachment to the corresponding email.
• We will create one employee record for the Accounting department with a common email address. All the reminder emails will be sent from this email address. And if the business needs to change the sender’s email address in the future, then the admin can change the email address in that employee record.
• The recipient of the email will be the email of the customer from the customer record.

Risk

• We will consider the due date in the invoice record for calculating the due days and send emails. So if the due date in the invoice record is blank, then the script will not consider that invoice.
• We will create new email templates as the email content added in this proposal. And will send the emails using these email templates.
• As it is a scheduled process, it may be delayed based on queue availability.
• The designing of email templates and additional overdue emails are not included in this scope.
• The email content that we have shared is sample content. We can change the email content if required. Also, we can include the new email addresses in “To” and “CC” of the overdue emails.