During your collection process, you may send letters to your customers as part of your collection scenarios follow-up.

With My DSO Manager, you can define an unlimited number of mail templates, customize and format them as you wish, and send them manually, automatically with confirmation, or 100% automatically without any action from the collector. With My DSO Manager, you have three types of letters, configurable to your needs:

• Standard letter
• Registered letter with acknowledgment of receipt
• Electronic Registered Mail

How to create your reminder letter templates?

The content of a letter consists of text and information automatically retrieved via all #Hashtag available.
Templates are defined in Settings, section Manage collection scenarios .

To create or edit a template, click the desired action.
Simply enter text and insert #Hashtag to dynamically retrieve the corresponding content:


For example, if you insert the #items_list, a table will appear in the reminder letter containing all items (invoices, credit notes, etc.) on your customer's account:


To preview the result of your template, click the Dunning letter preview button.

The #Hashtag let you display accounting items and the account status (overdue amounts, account statement, etc.), your information (name, email, phone numbers, etc.) as well as your company information (late-payment interest rate, bank account details, etc.).

The customer's address is automatically retrieved from the elements on their record.
Your information entered under My account is also retrieved to display your company name, address and logo, etc.

Before finishing and saving your template, you can make the action automatic by ticking « Automatic reminder ».
This option is available only if a Mail connector is enabled on your platform.

By default, automatic reminders are set to « To be confirmed » by the collector: you must then confirm them in the Agenda or from the customer record for My DSO Manager to proceed with sending.

If you untick the « Automatic reminder to confirm » checkbox, the action becomes 100% automatic.

How to automate collection actions?

How to send letters?

How to send letters?

For Standard letter and Letters with Acknowledgement of Receipt actions, you can preview, save as PDF and print the letter to send it manually when the action appears in your Collection Collection agenda.

Then simply click Complete action to confirm the sending and move on to the next scenario action.

Sending Electronic letter with Acknowledgement of Receipt (this is not an email)

For Electronic letter, when the action is proposed, go to the customer sheet.
In the Collection actions to perform panel, you can preview the Electronic letterefore sending. Click the icon to proceed to the next step:

A pop-up window opens, prompting you to select a recipient from the drop-down list:


By default, the contact defined as the « collection contact » is suggested; you can select another contact from the drop-down list.

Once you have selected your contact, click Send mail + Complete action.

As soon as the sending is done, both the recipient and you receive an email with the sending references, confirming the dispatch of the Electronic letter.
Through this email, your customer can view the received RE mail and confirm receipt via a digital signature.

Automatic sending via print & mail provider

In addition to the manual sending action, My DSO Manager can transmit your (Standard letter, Letters with Acknowledgement of Receipt or Electronic letters) to a print & mail provider for printing, inserting, postage and mailing, in a 100% automated way.

• Prerequisites: have a contract with a print & mail provider and enable the option in My DSO Manager.
  
  See the My DSO Manager Constellation
• Unchanged templates: use your current templates. The sending mode is defined at the action level.
  How to create or modify a collection scenario action?
  
  How to automate collection actions?
• Automation: if the « letter » action is automatic and requires no confirmation, the sending to the provider is triggered automatically on the day scheduled by the collection scenario.

Retrieving proof of sending

In the reminders history, you will find the action performed as well as the status of the sent Mail (RE or LRAR) (Pending signature, The recipient has signed the letter, ...).


By clicking the letter status, you can view information related to the sending. Click « See more » to be redirected to our partner's site and log in using the credentials received when your account was created: