This article has been automatically translated from its original language.
Diesen Artikel auf Deutsch lesen

Komfortkasse can automatically send letters (e.g., Pre-collection letters) to your customers.


Options

You can specify various options in the settings to control automatic letter sending.

The following documents can be sent automatically:

  • invoice
  • payment slip
  • Payment reminder/Pre-collection letter

When sending payment reminders or invoices, a payment slip can optionally be included. The payment slip is customized for the remittee’s country (Germany/Austria/Switzerland) and pre-filled with all necessary information. For Switzerland, a QR-bill can also be sent.


For invoices and payment slips, you can choose whether they are sent only when the shipping and billing addresses are divergent, or also when they match. This is useful, for example, when the invoice is included with the delivery by default: in that case, the invoice can be sent automatically to the billing address.

If the shipping and billing addresses are divergent, you can also choose to have letters sent not only to the billing address but also to the Delivery address.


Additionally, in the Extended Settings, you can specify that the system will automatically send a letter if an e-mail is undeliverable. In this case, Payment information can also be sent by letter.


Registered Mail

Letters can optionally be sent as registered mail. (In Germany, these are delivered as “Einschreiben Einwurf.”)


Recommended Settings

We recommend the following settings:

  • Invoice (divergent Delivery address)
  • Penultimate pre-collection letter
  • Final pre-collection letter (as registered mail)


If you use automatic Debt collection, we strongly recommend sending at least the final pre-collection letter as a letter in advance. This helps prevent Debt collection cases that arise solely because e-mails cannot be delivered or are not read.


Special Cases

In exceptional cases, a letter is generated automatically. This happens, for example, when a refund is processed for which no bank details are available and to which no e-mail can be sent (or no e-mail address is available), but a physical address for the payee is available. In this case, the payee receives a letter containing a link to specify their bank details.


Undeliverable Letters

If a letter is undeliverable, the delivery service reports this electronically. In this case, you will receive a notification stating the reason (e.g., “Incomplete address”). The letter is not opened and is destroyed in compliance with data protection regulations. If required, the address can be corrected. (This is done directly in the shop system; afterward, the data must be resubmitted to Komfortkasse.) Afterward, the letter can be recreated and sent.

In some cases, an undeliverable letter may be returned to your return address.


Pricing

The price for mailing the letter consists of printing costs and postage. See the price overview for details.