Before your customers can receive automated email notifications, you will want to set up your Payment Reminder Email Preferences within your Company Account Information section.
Remember that these preferences can be set up at the company level, collection group level, and even at the individual customer level.
Payment Reminder Preferences at Company Level
1. Select Company Account Information from your Profile Icon drop-down.
2. Navigate to Payment Reminder Email Preferences.
3. For the first seven settings, you are setting up the general preferences for the email notifications. Click Edit to update the default setting to match your preference.
a. Enable/disable level one reminders (leaving disabled until all your settings have been established is recommended)
b. Choose the day the reminders will be delivered (emails are auto-delivered at approx. 11:00am CST)
c. Check net balance rules (will send or will not send when net balance is zero or less)
d. Choose how frequently reminders go out (sending every week is recommended)
e. Choose the auto-filled addressee (you can choose the customer name, id, or both)
f. Include your company's signature within the notification
g. Customize what columns are presented in the table that is included in the notification
4. Next you will want to focus on the Level One Preferences. For this level, you are often targeting customers with a balance coming due or recently overdue. These notifications are often used as a friendly reminder.
a. Choose the appropriate tolerance
b. Enable/disable a reminder for credits only
c. Create a custom subject (or use the default which is recommended)
d. Create a custom message
e. Include your message signature
f. Choose what sections your customer has access to in the email notification (Tip: if you are trying to drive traffic into the online payment portal, you may want to consider including one or two sections here, allowing the customer to login in order to see their full account/schedule payment)
5. Follow the same steps for setting up your Level Two and Level Three payment reminders.
Please Note: The tolerance for each level can escalate, allowing for an extremely overdue customer to receive a Level Three notification versus a Level One notification.
6. You can also set up the email notification for your customers on AutoPay. These customers will receive a notification weekly letting them know what invoices are scheduled for payment.
7. Don't forget to preview your email reminders for each level. This is a great way to ensure the tolerance, table, visibility, and custom messaging meets your expectaction.
Payment Reminder Preferences at Collection Group Level
If you use Collection Groups to categorize your customers in TermSync, you can set up the preferences per group in TermSync.
1. Navigate to the Receivables Dashboard.
2. Select Customers and Manage Customer Categories from the menu.
3. Click on Collection Groups.
4. Next, select View Details next to the Collection Group.
5. You will now see the Payment Reminder Preferences section for that specific group. Use this option to set up custom reminder preferences for that specific collection group. If you enable settings at this level, they will take precedent over the rules you've set up at the company level.
Create and Save Message Templates
After you've set up and enabled the Payment Reminder Preferences, you can count on TermSync to auto-deliver payment reminder notifications to your customers when applicable. However, you are able to message your customers through TermSync at any time.
A great way to streamline your messaging is by using message templates. Here are the steps for creating and saving message templates in your TermSync account:
1. Select Company Account Information from the dropdown menu.
2. Scroll down until you see the Message Templates section.
3. Select Manage your message templates.
4. Click New Message Template.
5. Enter your message and click Create.
6. Moving forward, you can easily click on your message template and it will auto-populate within the body of your message to the customer/s.