How does Apxium Collect communication work?
On the first day we go live with your system or the first day we enable the communications settings of your system, anyone who is current, receives an "Invoice" and anyone who is not current receives a "Statement".
And then, the next communications will be sent based on the rules you set:
Please note that the communications settings are universal and cannot be set on a debtor basis.
New invoice/Payment Instructions Email/SMS
- is sent the day after the invoice is posted or approved on your accounting package.
(This does not apply to merchants who requested not to send Invoice Emails. i.e. the first communication to go out is a Statement email)
- If you requested to put a delay on invoices (i.e. send all new invoices only after a certain number of days), it will be sent <# of days delay> after the invoice is posted or approved on your accounting package.
Future Dated Invoices
The sending of invoice emails is always based on the invoice date of the invoice.
Therefore if a future-dated invoice is created, the system renders the invoice into the dashboard and it will be sent when it is due for sending. i.e. invoice is sent the day after the invoice date or after the number of delays of sending you requested from the invoice date, if there's any.
Statement Email/SMS
- By default, this communication type is sent the day after the invoice goes overdue.
i.e. If you run 14-day terms, then the Statement is sent out on the 15th day:
An invoice has a 14th of March due date, on the 15th of March – the debtor will receive a Statement email.
- Timings can be adjusted. We can also work on the timing that would work for you.
Note: Statement email cannot be turned off as the Overdue Reminder Notice will only be sent if the initial overdue invoice message (Statement email/SMS) is sent.
However, if you wish to adjust the sending of Statement Email notifications to a certain number of days, please contact Apxium support and we will set it up for you.
We could also do the same for SMS however as the settings are slightly different, it would have Serious Arrears notation which unfortunately we cannot change the SMS template. Below is the message:
"Overdue Invoices - you have outstanding invoice/s with " + MERCHANT_NAME_PLACEHOLDER + ". Please click the link to pay: " + PAYMENT_OPTIONS_URL_PLACEHOLDER
to:
"Serious Arrears - you have overdue invoice/s with " + MERCHANT_NAME_PLACEHOLDER + ". Please click the link to pay: " + PAYMENT_OPTIONS_URL_PLACEHOLDER)
Alternatively, we can disable the SMS function for this communication type.
Overdue Invoice Reminders notice/SMS
- is sent every 7 or 14 days from the day the invoice has gone overdue until it gets paid. (may vary based on the rules you set, and can be changed)
Changing the Communications Settings/Rules
If there's a need to change the communication settings, please contact Apxium support at support@apxium.com. You can also fill out this FORM and send it to us.