Setting up debtor management

In this guide you'll learn how to set up and use debtor management in Plug&Pay. With this system, unpaid invoices are automatically followed up through reminders and dunning notices, including collection fees.

The debtor management process consists of three regular reminders and a fourth reminder, at which collection fees are added. Optionally, you can connect Plug&Pay with Pingen to automatically send letters in addition to emails. At the third and fourth reminder, a letter will also be sent to the customer.

The debtor management process follows a fixed flow. The number of reminders, the intervals between them and the content of the messages cannot be adjusted.

Navigate to Debtors > Dashboard and activate debtor management using the toggle on the activation page.

The dashboard shows an overview of outstanding invoices and the additional revenue generated by debtor management. Under Process, you can see how many invoices are at each step at any given moment. Click on a step to view the corresponding invoices directly.

The action center shows invoices that have completed the full process but are still unpaid. Here you decide whether to take further action or write off the invoice through a credit note.

Under Invoices you'll find an overview of all invoices going through the debtor management process. Use the different tabs to view invoices by status. The coloured dots under Process indicate how many reminders have been sent.

Under Settings you can configure the debtor management process. At the top, you'll find an overview showing which email or letter is sent at each moment. Use the

-icon to preview the content of a message.

Below that, you can configure the following.

Letter mail: Enable letter mail to automatically send letters via Pingen in addition to emails. At the third and fourth reminder, a letter will also be sent to the customer. Click Activate to set up the Pingen integration. Learn more about the Pingen integration here.

Email address: The email address from which reminders are sent. This is the address you've entered under Email settings > Own address. Also set up a Reply to address so that customer responses land in the right inbox.

Costs: The amount of collection fees added at the fourth reminder. This is a fixed amount and applies to every invoice, regardless of the invoice amount.

Other: Choose whether to send payment reminders for upsells and whether to show your bank account number on the invoice. Note: if customers transfer manually using the bank account number, the payment status in Plug&Pay is not automatically updated and will need to be adjusted manually.