Optimizing your dunning processes with EasyFlow

Efficient dunning processes are crucial for safeguarding liquidity and improving a company’s cash flow. Automating these processes can enable significant savings in time and resources. In this article, you’ll learn how you can optimize your dunning processes in Salesforce using the EasyFlow app.

What is EasyFlow Rechnungen?

EasyFlow Rechnungen is a powerful app developed specifically for Salesforce. It offers comprehensive functions for automating invoicing and dunning processes. With EasyFlow Rechnungen, you can create, track, and manage invoices as well as automate dunning processes to ensure that payments are received on time.

Setting up dunning levels for reminders

A central component of the dunning processes in EasyFlow is the dunning levels. These define how many days after an invoice’s due date a reminder is created. By default, three dunning levels are preset:

• Dunning level: 0 days after due date
• Dunning level: 7 days after due date
• Dunning level: 14 days after due date

These levels can be adjusted as needed. To set up dunning levels, you must ensure that the automations are activated in the configuration record. Each dunning level should be defined in a specific form to establish clear guidelines for the dunning process.

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Automation of dunning processes

Automating dunning processes with EasyFlow offers numerous advantages:

• Time savings: Manual tracking of overdue invoices is eliminated. EasyFlow automatically creates reminders and sends them to the appropriate customers.
• Reliability: With automated dunning processes, it is ensured that no reminders are forgotten or overlooked. This increases the likelihood that invoices will be paid on time.
• Customer satisfaction: Professional and consistent communication with customers maintains a good business relationship. Customers are reminded of due payments in a timely manner, which reduces misunderstandings and discrepancies.

Step-by-step instructions for setting up dunning processes

1. Install the EasyFlow app: Download the EasyFlow app from the Salesforce AppExchange and install it in your Salesforce environment.

2. Set up dunning levels: Navigate to the settings and configure the dunning levels according to your requirements. Ensure that automations are activated.

3. Create invoices: Create invoices as usual in Salesforce. EasyFlow automatically takes over tracking and dunning.

4. Configure notifications: Set up notifications to inform both internal teams and customers about overdue invoices.

For more detailed instructions, including a dedicated video on setting up dunning levels with EasyFlow, visit the documentation page on our website.

Integration with Salesforce

The seamless integration of EasyFlow with Salesforce enables unified management of your customer and invoice data. All relevant information is available in one place, making administration and tracking easier. In addition, by integrating EasyFlow with other Salesforce functions, such as the CRM system, you can create a holistic solution for your customer management.

Individual steps in dunning: payment reminder, dunning notice, and dunning fees

Dunning involves several steps that must be carried out precisely and methodically. First, in the event of late payment, a friendly payment reminder is sent to remind the customer of the outstanding invoice. This reminder aims to achieve quick settlement of the outstanding invoice. If payment still does not follow, the first dunning notice is created and sent. This should clearly include the payment deadline and possible dunning fees to underline the seriousness.

If no payment is made even after the first dunning notice, the second dunning notice follows, which is often more strictly worded and points out the dunning fees already incurred. In many cases, the third dunning notice is the final one and should inform the customer that legal steps can be initiated in the event of further payment delays. If necessary, a lawyer can be consulted to enforce the claim.

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Advantages of using EasyFlow

1. Increased efficiency: Automating processes significantly reduces manual effort, allowing your employees to focus on more important, value-adding activities.

2. Transparency: EasyFlow ensures clear and traceable documentation of all dunning processes. You can view the current status of invoices and dunning notices at any time.

3. Flexibility: The customization options for dunning levels and notifications allow you to tailor the processes exactly to your company’s needs.

4. Scalability: EasyFlow grows with your company. Whether a small business or a large corporation, the solution can be flexibly adapted to your specific requirements.

Best practices for effective dunning processes

• Regular review: Regularly review your dunning processes and adjust them if necessary.
• Clear communication: Ensure that your customers are informed about your payment terms and dunning processes. This can be done through clear information on invoices and in contract documents.
• Proactive follow-up: Use notifications and reminders early on to remind customers of upcoming due dates.
• Data maintenance: Keep your customer and invoice data up to date at all times to ensure smooth processing of dunning processes. The exact number of overdue invoices should be visible at all times.

Procedure in case of unwillingness to pay

If a customer still does not pay despite multiple dunning notices and a renewed deadline, it may be necessary to initiate the dunning procedure. In this case, it is important to have all steps and dunning notices documented in order to assert the claim legally. EasyFlow can help by clearly providing all relevant data and communication. Each dunning notice should clearly state the invoice amount and the deadline for prompt settlement.

Legal steps and escalation

If all previous dunning notices remain unsuccessful, you should consider initiating legal steps. This includes sending a formal dunning letter by registered mail and initiating judicial dunning proceedings. EasyFlow can support this process by enabling you to centralize and track all necessary documents and communication. Clear wording of all dunning notices and compliance with legal requirements are essential to successfully enforce your claim. If necessary, EasyFlow can also support the delivery of an enforcement order.

Additional features of EasyFlow Rechnungen

• Automation of your invoicing process: EasyFlow Rechnungen helps you organize all necessary steps in invoice management and keep track of all payments. This includes the entire process from receipt of invoices to the sending of the final dunning notice.
• Easy billing: Billing your services becomes child’s play with EasyFlow Rechnungen. The app automatically creates invoice records in Salesforce for billing your Opportunities or Orders. You can invoice your services both after project completion and during an ongoing project.
• Easy creation of XRechnungen: With EasyFlow, XRechnungen can be created directly in Salesforce to meet the requirements of the federal e-invoice regulation. Advantages include the creation of XRechnungen with just a few clicks, compliance with legal requirements according to EN 16931, more efficient processes due to fewer manual interventions and errors, and seamless integration into Salesforce and existing workflows.
• Management of incoming payments: For every company it is essential to know whether customers have paid their invoices. In EasyFlow Rechnungen, your customers’ incoming payments can be recorded in a structured manner. As soon as an invoice is marked as “paid,” you immediately see which outstanding invoices have been settled. EasyFlow Rechnungen can also be expanded to include fully automated payment tracking.
• Easy cancellation of invoices: If an invoice needs to be canceled, EasyFlow automatically creates cancellation records based on the invoice status. This way, you always keep an overview of the cancellation status.
• Clarity: EasyFlow Rechnungen enables you to get an at-a-glance overview of all processes related to invoices, cancellations, and dunning notices. These are prepared in a visually appealing and understandable way.
• Accounting compliance: EasyFlow also supports your accounting requirements by providing consecutive document numbers and the possibility of GoBD compliance. In addition, DATEV and other third-party tools can be integrated for automatic payment reconciliation in Salesforce.

Conclusion

Automating dunning processes with EasyFlow Rechnungen offers an effective solution for improving your liquidity and reducing administrative effort. By setting up individual dunning levels and seamless integration with Salesforce, you can optimize your invoicing and dunning processes while increasing your customers’ satisfaction. Use the advantages of automation to design your dunning processes efficiently and professionally.

For more information and a detailed guide to setting up EasyFlow Rechnungen, visit our official website.