gavel

Dunning that works

Multi-level, with templates and fees

Chase overdue invoices through multiple levels with individual templates, configurable fees (fixed or percentage), and automated PDF + email delivery. Sequential validation prevents skipping a level.

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The problem

  • closeWriting dunning letters is a pain – each one handcrafted.
  • closeWhich level was last? Which fee is still open?
  • closeCustomer paid, but level-2 letter still went out – embarrassing.
  • closeNo overview of receivables, dunning costs, and success rates.
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Our solution

  • check_circleDunning templates with placeholders (customer, invoice number, days overdue, fee) – per level.
  • check_circleSequential validation: level 3 only possible once level 2 has been issued.
  • check_circleStatistics dashboard shows receivables, dunning fees, and success rates per level.
  • check_circlePremium feature via subscription – premium customers get the full dunning module.

What dunning can do

Real functionality, straight from the implementation.

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Multi-level dunning

Any number of levels (default 3) with its own template and fee per level.

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Template engine

Per level a dedicated template with placeholders for customer, invoice data, days overdue, total claim.

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Configurable fees

Fixed amount, percentage, or both combined – configurable per level. Override per dunning possible.

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PDF generation

Dunning letter is generated as PDF automatically – from the template, with all placeholders filled.

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Email delivery

Dunning letter is sent with PDF attachment, send log documents delivery status.

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Statistics dashboard

Totals: open dunnings, sent, paid, total dunning fees, total claim per status.

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Sequential validation

The system automatically checks whether the next level is plausible – no skipping, no duplicates.

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Premium feature

Dunning is implemented as a premium module and unlocked via subscription.

From due date to payment

Four steps from overdue receipt to closed case.

1
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Invoice overdue

Status automatically jumps to "overdue", days-overdue calculated.

2
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Trigger dunning level

In the dunning overview, pick the invoice and confirm level + fee.

3
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PDF + mail automatically

The system creates the dunning PDF, sends the email with attachment, and logs both the send and the status.

4
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Record payment

Once the invoice is paid, further dunning levels are blocked.

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Sequential validation prevents awkwardness

Send level 3 without level 2 having gone out? The API blocks it. A dunning letter despite payment received? Also impossible. One click, one PDF, one correct email – without thinking about dunning on weekends.

Goes well with

These areas complement dunning.

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Quotes, orders & invoices

The complete billing workflow

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E-invoicing in one click

XRechnung 3.0 & ZUGFeRD 2.3 to EN 16931

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Emails with pro-grade statistics

Templates, queue, analytics – all included

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FAQ about dunning

Answers about levels, fees, and templates.

Can I store a custom text per dunning level?

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Yes. Per level there is its own template with placeholders for customer data, invoice number, days overdue, and total claim.

How are dunning fees calculated?

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Per level either a fixed amount, a percentage, or both combined. The fee can be overridden per individual dunning.

Can dunning letters be sent automatically?

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Yes. In the settings you can configure trigger days (e.g. "7 days after due date" for the first dunning) – the system then sends automatically.

What happens if the customer pays during a dunning?

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As soon as the open amount reaches 0, the system blocks further dunning levels for that invoice.

Is dunning included in all plans?

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No, dunning is implemented as a premium module and unlocked via subscription.

Collect receivables – instead of chasing them

Activate dunning and send legally sound reminders in three clicks.

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