Modern CRM systems can effectively work with automatic reminders and automatic generation of various types of documents. How can we use this to reduce accounts receivable? With proper integration with the accounting system, the CRM can find out when the client was supposed to pay under the contract, we can record this in the brazil email list custom transaction field. We can also find out when the invoice was issued and whether it was paid. If we see that the payment date has already passed, and the invoice has not been paid, we can launch automated reminder mechanisms. For example, the system can itself send reminders by email that payment for such-and-such an invoice was supposed to be made on such-and-such a date. We are duplicating the invoice for you, please pay. We can also send an official letter to the debtor. If 10 or 15 days have already passed since the planned payment date, we can generate an official letter on company letterhead with the manager's signature and seal with a demand for payment. There is an option to “annoy” our counterparty a little, and the system can automatically call him with reminders. The robot will pronounce information about the debt. You can also send SMS and messages to the messenger. These mechanisms for reducing accounts receivable are configured individually for each contractor: from an aggressive to a very soft scenario. Bitrix has robots that can be configured to communicate with the client:
information call;
sending sms;
sending a letter;
message to open lines. Open line is a Bitrix24 tool that allows you to write to the client in messengers while remaining in the CRM.
Receivable screen 01.jpgThus, we can set up robots at a certain stage of the transaction that will remind about payment. If automatic messages do not help, then after a certain period the task is assigned to the employee responsible for reducing accounts receivable.
Case Study on Reducing Accounts Receivable Through Automation
Let's look at these mechanisms using our client, the Bazalt trading house, as an example. This is one of the leading suppliers of fire protection building materials. They came to us with the following task: there was a huge receivables in the B2B segment. For customers who had a large turnover of purchased materials, there was often post-payment. Solution. We developed a three-stage system for reducing receivables: Stage 1. Polite letter Stage 2. Official letter Stage 3. Pre-trial letter If automation did not produce results and the system saw that the debt was not repaid, the robot automatically assigned a task to the transaction manager so that he would take the case under personal control. Results The labor costs of employees for calling and working with receivables were reduced by half. This happened because we only had to personally work with those who reached the third, pre-trial stage. Receivables were reduced by 30%.
How to Prevent Accounts Receivable from Occurring
Check your counterparties First of all, it is necessary to check all counterparties thoroughly:
new clients;
new contractors;
new partners.
Most companies do not do this because it is a labor-intensive and lengthy process. To qualitatively check a company for solvency and problematic, it is necessary to open about 30 sources and find information in all sources. Manual verification takes from 1 hour at best. Now it is possible to automate this process, thanks to the integration of CRM with external systems. The application we developed “Counterparty verification. Report from Kontur. Focus” for Bitrix24 (link - https://ipgpromo.ru/lp/kontur.focus/ ) allows you to collect a report on a counterparty based on more than 26 sources. Moreover, the system immediately highlights the report in green, yellow or red. Green indicates a good counterparty history, yellow - that you need to pay attention to some points, and red raises the question of whether it is worth working with it at all.