Billing Template

The Billing Template module allows businesses to automate and customize their email communication workflow with customers. Its primary purpose is to ensure timely collections and reduce manual administrative work by setting up standardized templates for:

• Sending initial billing statements.
• Automating payment reminders before the due date.
• Sending alerts on the exact due date.
• Following up on past-due invoices.

By utilizing dynamic variables, the system personalizes each email with specific customer and invoice data automatically.

Available Template Variables

When customizing your email templates, you can use the following placeholders. The system will automatically replace these tags with the actual transaction details before sending:

• {number}: The unique Billing Statement or invoice number.
• {customer_name}: The registered name of your customer.
• {date_delivered}: The date the billing statement or goods/services were delivered.
• {date_due}: The deadline for the payment.
• {amount_due}: The total outstanding balance required for payment.

Step-by-Step Instructions: How to Configure and Edit

Follow these steps to set up or modify your automated billing communications:

Step 1: Navigate to the Template Settings

1. Log in to your AccuBooks Plus account.
2. Look at the left-hand main navigation menu and locate the SETUP section.
3. Click on CONFIGURATIONS to expand the submenu.
4. Select Others, then click on Billing Template.

Step 2: Toggle Automatic Billing

• At the top right of the page, locate the Automatic Billing status radio buttons.
• Select ON if you want the system to automatically dispatch these emails based on your scheduled rules.
• Select OFF if you want to draft or edit the templates without triggering automatic emails.

Step 3: Customize the Main Billing Statement

1. Scroll to the Main section. This is the initial email sent when a billing statement is generated.
2. Enter your desired email subject line in the Subject field (e.g., Billing Statement).
3. Use the rich text editor box below to draft your message body. You can use formatting options like Bold, Italics, and alignment tools.
4. Make sure to insert the appropriate variables (like {customer_name} and {amount_due}) exactly as shown so the system can map the data correctly.

Step 4: Configure the "Before Due Date" Reminder

1. Scroll down to the Before Due Date section.
2. In the Remind number of days before field, type a number indicating how early you want the reminder to go out (e.g., 7 days before).
3. Update the Subject line to a pre-expiry notice (e.g., Friendly Reminder: Your Billing Statement is Due Soon).
4. Edit the message body text to politely remind the client of the upcoming due date.

Step 5: Configure the "On Due Date" Reminder

1. Go to the On Due Date section.
2. Enter an urgent but professional subject line (e.g., Friendly Reminder: Your Billing Statement is Due Today).
3. Update the paragraph text to explicitly instruct the customer that payment is expected by the end of the day.

Step 6: Configure the "After Due Date" Follow-up

1. Scroll to the After Due Date section.
2. In the Remind number of days after field, specify how long to wait after a missed deadline before sending a collection notification (e.g., 7 days after).
3. Set a clear, past-due subject line (e.g., Friendly Reminder: Your Billing Statement is Already Past Due).
4. Modify the body paragraph to request immediate payment and provide customer support contact details for payment arrangements.

Step 7: Save Your Changes

1. Review all your text edits and ensure no brackets around your variables (like { and }) were accidentally deleted.
2. Scroll to the very bottom of the page or look for the action block.
3. Click the blue Save button to apply and commit your changes to the system.