Unpaid Invoices? Debt Management Solves the Problem
Unpaid invoices are a common issue, whether you’ve been in the industry for a while or are a freelancer. At some point, we all face this situation and need to know how to handle these arrears while managing communications to preserve our client relationships.
When issuing an invoice, several factors must be considered: timing, payment method, and amounts. Everything should be defined in advance, ensuring both parties are in agreement.
In a normal scenario, payment is made on time without issue. But what if you don’t receive the money? Dealing with non-payment requires significant effort and is uncomfortable, whether you are a freelancer or a multinational corporation.
Imagine receiving a notification on your dashboard: “Payment could not be processed.” What could have happened? Incorrect financial details, expired credit card, a change of bank… Numerous scenarios come to mind, and the big question is: how do I resolve the non-payment?
There are various ways to handle this: call the client to find out what happened, send an SMS, a letter, etc., and if all else fails, contact a lawyer. As a business, you want to avoid reaching this last step.
Before this happens, we help you execute communications for unpaid invoices as effectively and efficiently as possible.
Managing Unpaid Invoices: How to Handle It
Maintaining clear, close, and direct communication with our clients is crucial. It helps build a better relationship and loyalty, but not all communications are the same. Sometimes, more complex messages are needed, such as for unpaid invoices. Here are some tips to help you choose the best approach.
Which Channel?
We previously mentioned various channels for communicating with clients. Which one is most appropriate?
First, analyze your target audience. Younger people might prefer WhatsApp or social media, while adults may be more familiar with email and SMS. Second, consider which channel aligns best with your communication strategy:
- Email: A mass channel that allows for high personalization, as the message can be more detailed. However, it is less efficient in terms of prompt opening.
- SMS: With character limitations, the message is direct and simple. It is highly effective for communicating sensitive information, as over 90% of SMS are read within minutes.
Both channels can be certified, providing proof of sending and receiving the message. Additionally, they can include links with expiration dates, digital signatures, or identity validation proof.
What About a Phone Call?
While a phone call can be the quickest way to resolve non-payment if the call is accepted, it may be seen as aggressive by some clients.
What Day?
Naturally, as a business, you want to send the message as soon as possible after receiving the non-payment notification. However, some days are less effective. Weekends, holidays, or vacations might be less efficient as clients are less likely to check their phones. We don’t want to interrupt their enjoyment or cause inconvenience.
- Monday: Considered a bad day due to the start of the week, catching up on work, and many emails to read. An email might get lost in the inbox.
- Friday: Not ideal for sending sensitive news, as the client might be upset or irritated.
In summary, the best days are weekdays, preferably from Tuesday to Thursday. Consider the nature of your business—it’s different for a restaurant compared to a toy store.
What Time?
Similar to the day, understand your business and clients to choose the best time. Messages sent late at night or early morning are generally not well received. Meal times are also not ideal.
The best times to send notifications are generally during working hours, from 8:30-9:00 to 17:00-18:00, with 21:00 as the latest acceptable time.
By understanding your clientele and following these tips, you can improve communication about unpaid invoices. Now, how do I manage it?
Wannme Takes It Further
Wannme is an online payment platform that allows you to implement payment methods and types in your business or e-commerce in minutes. It also helps manage communications related to payments. We automate the entire process, from receiving the payment error notification to receiving the money in your account.
Wannme offers tools such as customizable templates that you can modify to your liking, including message content and design (corporate colors, typography, etc.). Choose the channels for contacting your clients: SMS, email, chatbot, etc. Decide the number of communications: pre-notice, automatic retry, and “reset” (a communication type that allows the client to pay using another method or type of payment, as they choose). Select the optimal timing for this.
In short, create a series of reminders for your one-time, recurring, or overdue payments and control your communications. Automated, simple, and flexible.
Wannme is the online payment platform that helps you recover unpaid invoices tailored to your needs, making things easier for you and your clients. Set it up and you won’t have to handle these tasks personally again. Contact us.
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