Sending Letters : Komfortkasse Hilfe-Seiten

This article has been automatically translated from its original language.

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

Options

Various options can be defined in the settings to control the automatic sending of letters.

The following documents can be sent automatically:

Invoice
Payment slips
Payment reminders/pre-collection letters

When sending payment reminders/pre-collection letters or invoices, an optional payment slip can also be sent. The payment slip is adapted to the country of the remittee (Germany/Austria/Switzerland) and pre-filled with all the necessary information. A qr-bill can also be sent for Switzerland.

For invoices and payment slips, a distinction is made as to whether they are only sent if the delivery and invoice addresses are divergent or if the delivery and invoice addresses match. This is useful, for example, if the invoice is included with the delivery by default: the invoice can then be sent automatically to the billing address.

If the delivery address and invoice address are divergent, you can also select that letters are sent to the delivery address as well as the invoice address.

In addition, you can specify in the extended settings that a letter is automatically sent 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
last pre-collection letter (as registered mail)

If automatic debt collection is used, we strongly recommend sending at least the last pre-collection letter in advance. In this way, debt collection cases can be avoided that only come about because e-mails cannot be delivered or are not read.

Special cases

In exceptional cases, a letter is created automatically. This is the case, for example, if a refund is generated for which no bank details are available and for which no e-mail can be sent (or no e-mail address is available), but an address for the payee is available. In this case, the payee will receive a letter with a link to specify the bank details.

Undeliverable letters

If a letter is undeliverable, this is reported electronically by the deliverer. In this case, you will receive a notification with the reason (e.g. "Address incomplete"). The letter will not be opened and will be destroyed in accordance with data protection regulations. If required, the address can be corrected. (This is done directly in the shop system, then the data must be transferred on to Komfortkasse again) The letters can then be recreated and sent.

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

Prices

The price for sending a letter is made up of printing costs and postage. See price overview for details.

Sending Letters Drucken