Making payments and sending reminders out can be burdensome for companies, however, they are necessary business processes. Using a google sheet for payment notifications can streamline the process. It ensures that the system flows smoothly without even having to be online. Therefore, with this webbased approach, businesses are able to keep track of all payments pending while being able to send out reminders. All this allows for stressfree collection of payments.
Why Google Sheets is Better for Payment Notifications
Just like Microsoft excel, Google Sheets Is very much similar. However, it comes with cloud elements. You’ll be able to save it on your Google Drive. This means, no matter if your Computer or Laptop is on, you will always have access to it. The sheet will also remain fully functional. In addition, the built in reminder functions makes sure that payment notifications are sent promptly and most importantly, without putting in manual effort.
Key Details Included in Payment Notification Google Sheet
The new Google sheet which has been designed to notify payments will consist of a few key sections. Each section has its own unique function. Here’s a brief lay out of the sections you will have to work on:
1. Contacts Section
This is the section where all the main details will have to be filled in. You shall provide names of the people who owe the money for the payments and any other relevant contact detail.
2. Template Section
For this section, you will write payment reminder messages which will be sent through WhatsApp and email. This is a one time setup that is needed to be done only when the sheet is being used for the first time.
3. Status Section
This section tracks the status of each notification sent and payment received. It helps to know what reminders were sent, what messages were sent and if they were delivered. With this, there are no chances of missing out on notifications.
Understanding The Data Structure In The Contacts Section
To keep the payment notification system running, there is a particular set of data that needs to be captured in the Contacts section:
Company Name: The entity or company that is supposed to pay.
Debtor’s Name: The person or business that is liable to make a payment.
Email Address: The email of the debtor for sending notifications through email.
Email CC: Other email receivers such as a managers or an accountant can have their email addresses added here so that they can also get notifications.
Mobile Number: The mobile number(s) of the debtor which are used for WhatsApp notifications should be added here. To add multiple numbers, make sure to separate them with comma.
Send Status: This will auto track if the payment reminder has been sent or not.
Invoice Details: The details to be shared with the debtor or the Google Drive files and ledgers you plan to share with him/her.
Total Amount: The total amount which is pending and needs to be cleared.
Due Date: The date when the payment was supposed to be done.
Outstanding (OS) Days: The number of overdue days from the due date.
Ledger: Document or ledger links that are associated to the payment.
Remarks: This section allows you to include any additional comments or notes.
Send Status of Email: Check the email notification sent to every debtor.
Send Status of WhatsApp: Check the WhatsApp notification sent to every debtor.
Key Outcomes
With the help of Payment Reminder Google Sheet, you can:
Automate Payment Reminders: The sheet sends reminders to the debtors through email or WhatsApp without any effort on your part.
Customize Messages: Edit and add details to the payment reminder messages on the Template tab.
Track Payment Status: Go to the Status tab and get updates on the progress of the collection effort.
This automated system makes sure that follow ups are done on time and also helps you maintain professionalism when collecting payments. Having everything organized in one place streamlines the payment collection process and enhances cash flow management.
