===================== Follow-up on invoices ===================== Follow-up messages can be sent to customers when payments are overdue. Odoo helps identify late payments and allows scheduling and sending the appropriate reminders using **follow-up actions** according to the number of overdue days. Follow-ups can be sent through different methods, including email, WhatsApp message, SMS, or post. .. seealso:: - `Odoo Tutorials: Payment Follow-up `_ - :doc:`/applications/finance/accounting/customer_invoices/payment_terms` .. _accounting/follow_up/configuration: Configuration ============= To configure :guilabel:`Follow-up actions`, go to :menuselection:`Accounting --> Configuration --> Follow-up Levels`. In the :guilabel:`Follow-up Levels` list view, several follow-up levels and actions are configured by default. To modify a follow-up level, click on the record. From the form view, edit the :guilabel:`Description` or adjust the number of days before a reminder is sent. In the :guilabel:`Notification` tab, select :guilabel:`Actions` such as :guilabel:`Send Email`, :doc:`Send WhatsApp message `, :ref:`Send SMS Message `, and :ref:`Send a Letter `. .. note:: Sending letters and WhatsApp or SMS messages in Odoo requires :doc:`In-App Purchase (IAP) ` credit or tokens. To use a pre-filled template when sending an email or letter, select a :guilabel:`Content Template`. To modify it, click the :icon:`oi-arrow-right` :guilabel:`(internal link arrow)` icon next to the :guilabel:`Content Template` field. If enabled, WhatsApp and SMS messages use a specific :guilabel:`WhatsApp Template` or :guilabel:`Sms Template` field that can be modified by clicking the :icon:`oi-arrow-right` :guilabel:`(internal link arrow)` icon. Other options can be enabled in the :guilabel:`Options` section within the specific follow-up level: - Automate the reminder with the :guilabel:`Automatic` option. - :guilabel:`Attach Invoices` that are overdue in the reminder. - :guilabel:`Add followers` on the related customer to receive notifications about any email reply made on the reminder's email. In the :guilabel:`Activity` tab, enable the option to automatically schedule :doc:`activities ` when the follow-up level is triggered. Select the :guilabel:`Responsible` user and the :guilabel:`Activity Type`, and enter a :guilabel:`Summary`. To add a new :guilabel:`Follow-up Level`, click :guilabel:`New` and fill in the fields. .. tip:: Set a negative number of days to send a reminder before the invoice due date. .. _accounting/follow_up/invoice-follow-ups: Invoice follow-ups ================== .. note:: Reconcile all bank transactions before starting the follow-up process to avoid sending reminders for invoices that have already been paid. To view all overdue invoices, go to :menuselection:`Accounting --> Customers --> Invoices`. In the :guilabel:`Invoices` list view, click into the search bar and filter on :guilabel:`Overdue`. .. _accounting/follow_up/follow-ups-for-one-customer: Follow-ups for one customer --------------------------- For a detailed overview of a customer's invoice follow-up status, go to :menuselection:`Accounting --> Customers --> Customers`. Open the customer's form and click the :guilabel:`Accounting` tab. In the :guilabel:`Invoice follow-ups` section, click on the different levels to view the :guilabel:`Follow-up Status` of each level. If actions are needed, click :guilabel:`Overdue Invoices` to have a detailed list of the overdue invoices. Additional options can be set: - :guilabel:`Reminders`: These are either :guilabel:`Automatic` or :guilabel:`Manual`. - :guilabel:`Next reminder`: The date by which the next follow-up actions should be taken is automatically set when follow-ups are processed, but can be manually adjusted if needed. - :guilabel:`Responsible`: The user who handles the follow-up actions. To manually send a payment reminder to a customer, click :guilabel:`Send` and select the actions in the :guilabel:`Send and Print` window: - :guilabel:`Print` - :guilabel:`Email` - :guilabel:`WhatsApp` - :guilabel:`Sms` - :guilabel:`By post` Enable the :guilabel:`Attach Invoices` option, and change the :guilabel:`Content Template`, :guilabel:`WhatsApp Template`, or :guilabel:`Phone` if needed. Then, click :guilabel:`Send` or :guilabel:`Send & Print` to send the :ref:`follow-up report `. .. seealso:: :doc:`/applications/essentials/in_app_purchase` .. note:: - The contact information on the invoice or the contact form is used to send the reminder. - The chatter keeps a full record of all follow-up actions. .. _accounting/follow_up/follow-ups-for-all-customers: Follow-ups for all customers due for action ------------------------------------------- After setting up the additional :ref:`follow-up ` options, review which customers have overdue invoices or require follow-up. To do so, go to :menuselection:`Accounting --> Customers --> Customers`. In the :guilabel:`Customers` kanban view, click the search bar and filter by :guilabel:`Overdue Invoices` or :guilabel:`Requires Follow-up`. To take follow-up actions for all relevant customers, switch to the list view and select the customers requiring follow-up. Then, click :icon:`fa-cog` :guilabel:`(Actions)` and select :guilabel:`Process Follow-ups` to send them the :ref:`follow-up report `. .. _accounting/follow_up/reports: Reports ======= .. _accounting/follow_up/customer-statement: Customer statement ------------------ To get a comprehensive overview of a customer's account status, click the :guilabel:`Customer Statement` smart button on the customer's form. This statement corresponds to the :ref:`Partner Ledger ` report's portion specific to that customer. To send it to the customer, click :guilabel:`Send`, change the :guilabel:`Email Template` if needed, and click :guilabel:`Print & Send`. To view the customer statements for multiple customers at once, select the customers from the :guilabel:`Customers` list view, click :icon:`fa-cog` :guilabel:`(Actions)`, and select :guilabel:`Open Customer Statements`. Click :guilabel:`PDF` or :guilabel:`XLSX` to generate a PDF or XLSX file, respectively. .. _accounting/follow_up/follow-up-report: Follow-up report ---------------- To get a complete overview of a customer's due invoices, separating those that are due from those that are overdue, click the :ref:`Customer Statement ` smart button on the customer's form. Then, click :icon:`fa-book` :guilabel:`Report: Customer Statement` and select :guilabel:`Follow-Up Report`. To view the follow-up report for all customers at once, go to :menuselection:`Accounting --> Reporting --> Partner Ledger`. Then, click :icon:`fa-book` :guilabel:`Report:` and select :guilabel:`Follow-Up Report`. Click :guilabel:`PDF` or :guilabel:`XLSX` to generate a PDF or XLSX file, respectively.