Proposal summary
The proposal covers the scope of weekly email sending for past due invoices along with invoice of interests.
Requirement
Send weekly email to the customers for past due invoices along with invoice of interests.
Our Solution:
We will create a scheduled script to send weekly email to the customers with terms. The email will contain the past due invoices(due over 30 days) along with the interest of invoices. Mail is sent only to billing email id (custom column).Customer email id is used as recipient if there is no value in billing email id.
All the invoices that are open and is overdue (over 30 days) will be fetched based on the due date field in the invoice. If due date field is empty, it will not be considered for email sending. All the invoice of interests and interest finance charge invoices will be fetched and send weekly to the customer.
Following email templates will be used for sending emails based on the due day period.
1) For Invoices that are past due 30-60 days
Solution: We will be sending single email per customer in a week by attaching the invoices are past due 30-60 days. Only one email will sent per customer, even if multiple invoices are past due 30-60 days in a week. So invoice numbers are not added in the subject line as it seems bulky, if many invoices exist.
Also the total amount due along with interest (The total amount due, including interest, is [Total amount due].) cannot be added in the email content since the interest of invoices are generated based on customer total overdue invoices and not based on each invoice. So we suggest not to include the amount in the email content. All open interest of invoices of the customer will be attached to every email because the interest of invoice may contain interest for multiple invoice.
Email template:
Subject – RSP SUPPLY Past Due Invoices [Invoice number] with Accruing Interest
Dear [Customer name],
I hope this email finds you well. I am writing to inform you about invoices, [Invoice number 1, Invoice number 2], which remains outstanding and has now started accruing interest at a rate of 1.5% per month.
As per our Net30 Credit agreement, interest will continue to accrue until the invoices are fully paid. I request your prompt attention to this matter, as we would like to resolve this issue as soon as possible.
The total amount due, including interest, is [Total amount due]. Please find attached copies of the invoices along with interest finance charge invoices for your reference.
If you have any questions or concerns, please do not hesitate to contact me. I would be more than happy to assist in any way I can.
Thank you for your prompt attention to this matter. I look forward to hearing from you soon.
Best regards,
RSP Supply
accounting@rspsupply.com
(801) 532-2706
2)For Invoices that are past due by 60+ days
Solution: we will be sending single email for customer if multiple invoices are past due by 60+ days. So invoice numbers are not added in the subject line as it seems bulky, if many invoices exist.
Email template:
Subject – RSP SUPPLY Past Due Invoices [Invoice Number]
Dear [Customer Name],
I hope this email finds you well. I am reaching out to remind you about the outstanding payment on invoices [Invoice Number1, Invoice Number2]. According to our records, the payment for this invoice has been overdue for over 60 days and has been accruing interest at the rate of 1.5% per month.
I would like to bring to your attention that this overdue payment is now pending collections and I would like to urge you to take immediate action to resolve this matter. As a valued customer, I would like to find a solution that works for both of us.
Please find attached copies of the invoices along with interest finance charge invoices for your reference.
If you have any questions or concerns regarding this invoice or payment, please do not hesitate to contact me. I would be more than happy to assist you.
I look forward to hearing from you soon and hope that we can resolve this matter quickly.
Best regards,
RSP Supply
accouting@rspsupply.com
(801) 532-2706
3) For Invoices that are past due by 90+ days
Solution: Single invoice will be sent if per customer weekly, if there multiple invoices are overdue by 90+ days.
Email template:
Subject: RSP SUPPLY Final Notice for Overdue Invoices
Dear [Customer Name],
I hope this email finds you well. This is a final notice regarding your overdue invoices for [Invoice Number1-amount,Invoice Number2-amount]. Our records indicate that this invoice has now been 90+ days past due, and we have yet to receive payment.
We have made numerous attempts to contact you regarding this outstanding balance, but we have not received a response. As a result, we have no choice but to escalate this matter to our collections department.
Please be advised that once an invoice has been sent to collections, additional fees and interest may be added to your balance. To avoid this, we strongly encourage you to take immediate action and settle your outstanding balance in full.
Please find attached copies of the invoices along with interest finance charge invoices for your reference.
If you have any questions or need additional information, please do not hesitate to contact us. We are here to help and are committed to resolving this matter in a prompt and professional manner.
Thank you for your attention to this matter.
Best regards,
RSP Supply
accounting@rspsupply.com
(801) 532-2706
Assumptions
- We assume that the due date for the invoices will be set at the time of invoice creation.
- The existing monthly scheduled email will not be affected by this customization. It will work as per the current flow(sending statements along with the open invoices).
- Mail is sent only to billing email id (custom column).Customer email id is used as recipient if there is no value in billing email id.
- Mails are sent only to parent customer, not for sub customers.
- For testing purpose we will create test orders and invoices in NetSuite account.
- We will be Scheduling email sending weekly on Monday
- We will be creating the given email templates in the account.
- We are not sending emails for invoices past due 0-30 days
Risks
Invoices with due date field value empty will not be considered for the email sending.( It will be fetched in monthly send email list).