Having accurate and complete customer master data is essential to efficient and quick collection of payments. Think about how much time your AR team wastes writing emails to people that no longer work at a customer, and placing phone calls to numbers that don’t work or are for a different person. It’s not just the time lost writing emails and placing calls. It is also the additional time that is needed to find out who is the current person to contact at the customer, their contact information and updating the customer master data.
You’re given an added hurdle to jump when you don’t have an email address to contact the customer. Without an email address, you’re left with only being able to contact the customer using traditional mail methods, which can take weeks to reach them, and phone calls. These are both methods that take much longer to complete than simply sending an email – or automating that email process.
To push your customers for quicker payment, it’s imperative to have the email address and you can do that by running a direct mail campaign for onboarding them.
Adoption Services
You can collect and maintain customer master data for new customers and existing customers using Google forms. Just use a customer number to identify the customer. Your adoption services for onboarding new customers should include collecting and verifying customer master data.
Self-Service Portal
The most efficient way to collect customer master data and keep customer profiles current is to move customers online with a self-service portal. Customers want to self-manage their accounts. Having customer data online will save time, increase efficiency and accelerate collections.
When you move your customers online you can use automated customer communications to send a series of emails to customers to prepare them for the change. Following is an example of Direct Mail Templates that can be used to help accomplish the transition.
Direct Mail Template #1
RE: Important Changes to Our Billing Process
We’re excited to announce that we’re moving to 100% online accounts beginning . A new self-service portal will allow you to forego the trouble of calling or emailing requests for information by providing access to payment, invoices and supporting documents. You can even send us a message.
On your next billing cycle, we will send an email invoice from which you can click to pay using magic links, meaning you’ll be able to securely access your online account without having to create another password.
We are sending this letter to ask you to verify your email address and contact information. Please visit and use to verify your account on the contact form.
To learn more, visit the registration site above where there is an overview video.
We’re looking forward to this new solution and hope you enjoy the simplified process as well. Please do not hesitate to contact us with any questions or concerns.
Best Regards,
Enclosure: Customer Statement
Direct Mail Template #2
RE: Moving Customer Statements Online
As we get ready to make the switch to online invoice delivery, we want to make sure you’re fully prepared to start enjoying the simplified process. You will have access to all of your invoices and statements, ability to make a payment online and to send us a message in a secure portal at the click of a button.
In order for us deliver your invoices and statements online, we ask you to please verify your email address and contact information. Please visit to do so and use to verify your account on the contact form. To learn more, visit the registration site above where there is an overview video.
On your next billing cycle, we will send an email invoice from which you can click to pay via the method of your choosing. Please do not hesitate to contact us with any questions or concerns.
Best Regards,
Enclosure: Customer Statement
Direct Mail Template #3
RE: Please Submit Your Billing Contact Information
On , we moved to a 100% online account service where you will have 24/7 secure access to your invoices and statements. You will even have the option to pay online in your account using magic links, without having to create and remember another password.
Unfortunately, we have not yet received an email address for your account. To give you online account services, we need you to submit your preferred billing contact information. Please visit to submit your contact information using your account number: .
Once the form is completed, on your next billing cycle you will begin receiving email invoices and statements. To learn more, visit the registration site above where there is an overview video.
Please do not hesitate to contact us with any questions or concerns.
Best Regards,
Enclosure: Customer Statement
Direct Mail Template #4
RE: Billing Contact Information Needed
This is a reminder to please submit your billing contact information so we can move you onto our 100% online accounts where you will have 24/7 secure access to your invoices and statements.
You can submit your email address and billing contact information by visiting . Once on the form, you can verify your account using your account number:
To learn more, visit the registration site above where there is an overview video.
Best Regards,
Enclosure: Customer Statement
Automated customer communications can help you to collect customer master data for quicker payment. Automated credit and collection solutions can help you achieve your cash flow goals.
Lockstep Collect, a leader in cloud-based credit and collection platforms, can help you collect cash in 4 ways:
- Cloud-based solutions
- Automated customer communications
- Customer self-service
- Collection Activity Management
Lockstep Collect is an experienced software partner that can help you maximize your collections and cash flow in the new normal.
If you would like to learn more about how you can benefit from automated credit and collection solutions, please contact Lockstep Collect at www.lockstep.io.
