It is very important to automate your payment reminder communication with your customers so that it is easier for you to communicate with them. In this article, we will show you how to set up a payment reminder system, establish a personalized message template, and how to test everything is working correctly.
Step 1:
Input Customer Information into the Contact Sheet
The first step when setting up your payment reminder system is to add the client information. Be sure to fill out the following fields in the Contact Sheet of your Google Sheet:
- Name of Customer
- Mobile Number
- Email Address
- Invoice information
- Total Due Amount
- Outstanding Days
- Due Date
This information will help in the customized payment reminders that you will send to each customer.
Step 2:
Formulate a Custom Message Template
Having entered the customer information, the next step is to jot down payment templates that will be sent to clients. Make sure you do the following in the Template Sheet:
Prepare the Payment Reminder
It should contain the customer’s outstanding amount, name, overdue days, and needs invoice details. You can change the message according to the payment reminder you would want to send.
Sample Message:
“Hello [Customer Name], It may have slipped your mind, but your payment of [Total Outstanding Amount] is overdue by [Outstanding Days] days. Kindly refer to the attached invoice for further details. Inorder to avoid any inconvenience to your self please make the payment at the earliest.
Best regards,[Your Company Name]”
This message template can be altered to fit your tone or business style as necessary.
Step 3:
Provide Key Information Missing from the Template for Sending Messages
Make sure that all relevant information has been filled in under the Template Sheet before you conduct a test of your system:
Subject:
For emails, a subject line could be ‘Email Regarding Your Payments Overdue on [Company Name] as of [Date]‘. bcc: To receive a copy of the emails, ensure to include your own email address in the bcc. If you intend to send multiple emails at once, we suggest using a paid GSuite account, as it greatly increases the number of emails you’re able to send compared to a free Gmail account. More details about GSuite can be found here gws.ceoitbox.com Test Phone Number: Retrieve your personal phone so you can receive these test messages and check the outcome.
Username and Password:
Please insert the user information you set while creating 4 your payment gateway system. It is needed to verify the connection.
Step 4: Try Out the System
After you set the template and the configuration, you should try out the system:
Manual Test Send:
In the Google Sheet, select the “Manual Test Send” option. If everything has been configured correctly you will get a test message or email reminder for a payment.
Verify Success:
So if you see a “Success” message, the system is now able to send payment reminders automatically.
Key Outcomes
Doing these steps will make it possible for you to:
- Write and format templates to send payment reminders to your clients.
- Clients can be easily and professionally emailed in bulk using a paid GSuite account.
- Before the reminders are made automated, make sure your settings and configurations are functioning correctly.
In conclusion, these steps will allow you to improve your business efficiency and ensure that payment from your clients is received in a timely manner by automating sending payment reminders.
