YayPay is able to house all incoming and outgoing communication with your customers allowing you to have one centralized place to view all relevant information.

Email Reminders 

The 'EMAIL REMINDERS' tab lists email messages sent out and received per customer. 

You can refine the messages shown on the Communications page by

• Customer name
• Subject
• Email body
• Sender email
• Recipient email

Also, you can use the filter dropdown, or search for messages within a date range. 

 

Each Email has a Status associated with it in YayPay: 

Sent - A message was sent to your recipient (this message could have been sent via a scheduled workflow action or manually)

Viewed - The recipient opened the message

Replied - The recipient replied to the email message (the email message would be found in the inbox of your AR mailbox, and also in YayPay)

Bounced - An attempt was made to send the email to the recipient's email address, however, no such recipient was found

New - New emails read from your AR mailbox into the YayPay platform, You can then mark the emails as read or unread (this update/change applies only in YayPay, and not the same email in your AR mailbox)

Error - Likely caused by password authentication issues where YayPay was not able to connect to your Email Host Server, causing the error:

Or there was no contact information associated with the customer, hence no recipient to send to also, causing the error:

Customer Replied (status for inbound emails) - Assigned to an email when the "From" field of an inbound message has been matched to the contact associated or assigned to the customer in YayPay. The "Customer Replied" status can be also used as a filter.

Use your Aging Report to identify customers that may have missing billing contacts to make sure the communications can be sent properly.

Email labels

Email labels are used for categorizing and managing emails by priority and actions required. With the help of labels, you can perform quick actions when working on emails while staying on the Communications page.  

Email labels are received from the ML module or assigned by the user himself (only inbound emails).

Inbound emails labels

The labels are displayed both in the list of available emails and in the expanded view of the selected email. One email can have 0 to 3 labels. On hover over the label there is a standard tooltip with probability percentage, calculated by ML module:

There also is a "Are labels relevant?" option displayed in the email with at least one label assigned: you confirm that all labels are relevant by clicking it.

Assign/Remove a label

Adding a label to an inbound email or deleting an assigned label is available from the expanded view. 

- to remove a label, click on its "cross" icon

- to assign a label, click "Add New Label +"

Filter inbound emails by labels

To filter your inbound emails list by labels, click Filter > Label Inbound and select the required labels (one at a time).

Sent email labels

For sent emails on the Communications page, only one label is used, which cannot be removed or changed. 

In YayPay the sent email types (labels) are as follows:

• Daily ToDo
• Email Confirmation
• Notification to AR specialist
• Restore Password
• Test Email
• Email from Business
• Email to Sales Rep
• Invoice Reminder
• Staff Invitation
• User Invitation
• User Welcome
• Failed Impress Mail
• Failed Invoice Digital Signature
• Rule Email Reminder 
• Inbound Mail Error
• Verification Code
• Analytics Report

Filter sent emails by labels

To filter your sent emails list by labels, click Filter > Label Sent and select the required labels (one at a time).

Actions with emails

If an email has no Customer assigned, the actions available for such an email (except for standard ones: Reply, Reply All, Forward, Delete) include: 

• Mark As Unread
• Assign Customer (also see Assign Emails to Customers)

• Archive from Inbox: archive the incoming emails shown under the INBOX tab, which are synced into YayPay from your AR Mailbox, and avoid clutter in the inbox to be able to work only with active messages. The email you selected to archive affects the email synced into YayPay only,  the original email in your AR Mail Inbox is not affected/left untouched. The archived email is removed from the inbox and appears again in case a new reply in the thread is received.
   

Filtering the archived emails is available from the Filter menu.

 If an email has a Customer assigned, the following actions are available:

• Archive from Inbox (see above)
• Manage Promise to Pay -  Provides the ability to
  • Create a promise to pay.
    After creating a promise to pay and clicking SAVE, the respective invoice is updated across the system:
    • The Activity bock on the Statement page is updated.
    • A To-Do item is created.
    • A notification to an AR (if enabled) is sent.
  • Edit existing promises to pay by modifying their promise date, description text, and amount (only for a single invoice selected).
  • Delete existing promises to pay.

 "To-Do" type actions

"To-Do" type actions include:

• Create TODO item

• Schedule a Call
  
  

• Remind Later

• Add Note

The saved "To-Do" item (email reminder, call, note) is displayed on the To-Do page. The Activity block on the Statement page is updated accordingly.

"Email" type actions

"Email" type actions include:

• Send Customer Portal Link

• Send Invoice / Statement PDF

The sent email is displayed in the list of sent emails, and the Activity block on the Statement page is updated accordingly.

• Remove Customer from All Workflows

With this action, the Customer can be removed from all workflows, except for Global Rules. The Customer's status will be updated accordingly across the system.

• Add to Selected Workflow

• Update contact details

By clicking the "Update contact details icon" you are redirected to the current Customer's Statement page in a new browser tab.

• Apply Payment - only for accounts with available Cash App:

By clicking the "Apply Payment" action you are redirected to the Cash App in the new browser tab, with an "Add payment" pop-up opened:

• Exclude Invoice From All Workflows

Send Again functionality

For the sent messages the "Send Again" functionality is implemented, which is especially useful in case of error status of the email: the message will be sent again to the same recipients, having the same subject and body:

The attachments of the original email are also copied during the new delivery. 

The "Invoice Delivery" functionality (tracking the first delivery of the invoice) applies to the "Send Again" mechanism as well, i.e. the first successful delivery of the invoice is considered initial, not the first actual one.