Develop an automated system to identify unpaid invoices, send reminder emails to clients, and track the status of payments.
Budget: £250 – £750 GBP
Brief for setting up automated 1st reminder emails for overdue invoices.
Before 2021 we had an automated system set up which involved:
1. Manually running a report from our events software Priava, with a list of all events we’ve invoiced in a set time (last month)
2. Manually running a report from our accounts system Sage, with a list of events that have paid (same period)
3. Importing them manually into excel, then an excel macro compared the 2 reports and produced a list of events that were overdue payment with email addresses attached.
4. An automatic email as a 1st reminder was sent to these clients with a copy of their original invoice which was saved in SharePoint.
What we need:
Develop an automated system to identify unpaid invoices, send reminder emails to clients, and track the status of payments.
We use Priava events software, Sage accounting software and Excel. Open to suggestion to improve on the automation we had set up before.
Scope:
The system should handle the following tasks:
1. Identify unpaid invoices: Extract data from two sources:
o All the invoices raised a month ago: This report should list all invoices issued a month ago, regardless of payment status.
o Raise outstanding invoices: This report should list all invoices that remain outstanding from that same period.
2. Merge the two reports: Combine the data from the two reports into a single consolidated report which shows those who have been invoiced and not paid yet.
3. Match invoices with email addresses: Append the email address associated with each invoice in the consolidated report.
4. Send automated reminder emails: For each unpaid invoice, send an automated reminder email to the corresponding client. Attach a copy of the invoice to the email.
Deliverables:
1. A fully functional automated system that meets the specified requirements.
Success Criteria:
The system is considered successful when it meets the following criteria:
1. Accuracy: The system accurately identifies unpaid invoices and matches them with the correct email addresses.
2. Timeliness: Reminder emails are sent promptly to unpaid clients.
3. Effectiveness: Reminder emails successfully encourage clients to make payments.
4. Ease of use: The system is easy to install, configure, and maintain.
Before 2021 we had an automated system set up which involved:
1. Manually running a report from our events software Priava, with a list of all events we’ve invoiced in a set time (last month)
2. Manually running a report from our accounts system Sage, with a list of events that have paid (same period)
3. Importing them manually into excel, then an excel macro compared the 2 reports and produced a list of events that were overdue payment with email addresses attached.
4. An automatic email as a 1st reminder was sent to these clients with a copy of their original invoice which was saved in SharePoint.
What we need:
Develop an automated system to identify unpaid invoices, send reminder emails to clients, and track the status of payments.
We use Priava events software, Sage accounting software and Excel. Open to suggestion to improve on the automation we had set up before.
Scope:
The system should handle the following tasks:
1. Identify unpaid invoices: Extract data from two sources:
o All the invoices raised a month ago: This report should list all invoices issued a month ago, regardless of payment status.
o Raise outstanding invoices: This report should list all invoices that remain outstanding from that same period.
2. Merge the two reports: Combine the data from the two reports into a single consolidated report which shows those who have been invoiced and not paid yet.
3. Match invoices with email addresses: Append the email address associated with each invoice in the consolidated report.
4. Send automated reminder emails: For each unpaid invoice, send an automated reminder email to the corresponding client. Attach a copy of the invoice to the email.
Deliverables:
1. A fully functional automated system that meets the specified requirements.
Success Criteria:
The system is considered successful when it meets the following criteria:
1. Accuracy: The system accurately identifies unpaid invoices and matches them with the correct email addresses.
2. Timeliness: Reminder emails are sent promptly to unpaid clients.
3. Effectiveness: Reminder emails successfully encourage clients to make payments.
4. Ease of use: The system is easy to install, configure, and maintain.