Document-based Dunning

Document-based dunning reminds customers of outstanding receivables with an automated multi-level process. instellix can create and send up to four consecutive dunning documents (for example payment reminder, 1st / 2nd / 3rd warning), using your company templates and intervals.

Where configured for your tenant, invoices can be handed over to a collection agency after unsuccessful reminder steps.

How it works

• Dunning is driven from the invoice / document timeline.
• Level intervals are configured in days. Level 1 timing relates to the invoice due date / creation context; later levels count from the previous level.
• While a Payment Intent is in progress (for example RETRY, IN_PROGRESS, SUBMITTED, PENDING) or payment collection is in progress, dunning is typically blocked.
• After a Payment Intent is CANCELED, dunning can proceed (subject to configuration and due date).

Due date vs. dunning intervals: see Payment Terms.

Configure the dunning process

Go to: Configuration > Billing > Dunning configuration

1. Select how many dunning levels you need.
2. Define for each level after how many days it should start (from the previous level; level 1 relates to the invoice / due-date context).
3. Upload dunning templates via Support.
4. Only then set Activate automated dunning to active.

In the UI, the first timing setting may appear as Due date starts ___ days after invoice date, with subsequent dunning levels below. That first value can also act as the due-date fallback when no payment term is set on the order/contract (Payment Terms).

API

• Retrieve dunning configuration — GET /v2/billing/configuration/dunning
• Create / update dunning configuration — POST /v2/billing/configuration/dunning

Levels in the API: DUNNING_LEVEL_1 … DUNNING_LEVEL_4 with timeUntilChangeToThisStateInSeconds.

View dunning notifications

When a dunning document has been sent, a notification is created.

Go to: Global > Notifications

Open the notification to see dunning details (invoice number, dunning level, trials, and more).

View dunning documents

On the invoice details page:

Billing > Documents > Invoice > Invoice details table > Tab "Attachments"

Dunning letters created by the automated process are listed there.

Related articles

• Dunning (overview)
• Payment Terms
• Payment Intents
• OPOS Case Dunning (when published)