Proposal Summary

This proposal covers the implementation of a solution that automates email notifications to customers with outstanding invoices for the client by the Implementer. 

Requirement.

The Client required to automate the sending of email notifications to customers with outstanding invoices based on two specific trigger dates:

• An email will be sent before the 20th of each month, listing invoices that are due on or before the 20th of the current month.
• An email will be sent on the 25th of each month, listing invoices that were due on or before the 20th of the current month.

Each email should include the following:

• A list of outstanding invoices with due dates and total amounts.
• PDF attachments of the outstanding invoices.
• Dynamic email content based on customer data, including the recipient’s name and company.
• The ability to define recipients based on customer data in the system.
• A record-keeping mechanism to log all sent emails for tracking purposes.

Deliverables

The implementor has reviewed the requirement thoroughly and please find below the deliverables we propose.

The solution will be implemented using a NetSuite scheduled script. The script will identify all open invoices for active customers that meet the specified conditions and send overdue email notifications accordingly.

A custom record will be created to track sent emails, including details like the customer, email address, Invoice Id, date and time of sending, and the status (sent, failed, etc.). This will provide a clear audit trail and allow for troubleshooting in case of errors.

An email to the customer will contain a maximum of 10 overdue invoices. If a customer has more than 10 invoices, multiple emails will be sent to the customer.

Also, we will create new email templates.

The standard invoice PDFs will be attached to each email as part of this process.

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

A checkbox named “Donot Send Overdue emails” will be added to the customer record, and it will be disabled by default. The script will consider the customer with this checkbox unchecked for sending overdue emails. Users have the option to check the checkbox if they choose not to send overdue emails for a particular customer.

Assumptions

·        Since the email attachment has maximum 10 MB limit, an email to the customer will contain a maximum of 10 overdue invoices. If a customer contains more than 10 invoices, multiple emails will be sent to the customer.

·         We will consider the ‘due date’ in the invoice record for calculating the due days and send emails.

·        Will consider only the invoices of active customers.

·        The recipient of the email will be the email of the customer from the customer record.

·        If the checkbox “Donot Send Overdue emails” is checked in the customer record, the customer will not be considered for sending overdue emails.

·        Standard PDFs from transactions will be used for attaching the invoices to the emails.

 

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 and will send the emails using these email templates.

·        As it is a scheduled process, it may be delayed based on queue availability.