Application / Emails and Communications Page

Support /Tutorials /Application /Emails and Communications Page /Customer's Billing Contacts in Email Reminders
 

Customer's Billing Contacts in Email Reminders

Contacts in YayPay are managed at either the Customer level or Invoice level. You can view, update or delete the contacts via the CONTACTS tab on the Statement page.

These email address are crucial for workflow actions that involve sending email reminders.

For more details, see the Customer Level Contacts and/or Invoice-level Contacts section.


Customer-Level Contacts in YayPay

You can record and maintain one or more Customer-level contacts in YayPay. Some of these contacts may also be marked as "Billing Contacts":

The Email address of the 2 Billing Contacts will be used by the platform to send an Email Reminder to. The “Billing Contact” is one of several options to choose as the Recipient, when configuring the Workflow Event/Action in YayPay:

The contact shown under the Customer Name on the Statement Page (which can also be a generic company inquiry email address instead) may NOT necessarily be the Customer's billing contact:


Both billing and non-billing contacts can be either created in YayPay (+ Add Contact button) or pulled from the ERP / imported via CSV.

Delete

Important

If the contact information is not on your ERP system, at the time of the sync, empty accounts are dragged out. This will remove the billing contacts from the customer record. To prevent this, enable the "Use YayPay as the system of record for contacts” option on the Business Settings page.

Also, see Use YayPay as the system of record for contacts

To learn more about pulling the billing contacts from the ERP system, refer to Bringing over Customer Billing Contacts from your ERP

To find the customers that might have no billing contacts in their YayPay records, use the "No Billing Contact" filter on the Aging Report:


Recipients in Customer-Level Email Reminders 

When sending a customer-level email reminder, the BILLING CONTACT option selected as Recipients refers to the email addresses of the contacts set as BILLING CONTACTS on the CONTACTS tab on the Statement page:


Delete

Note

If there are multiple billing contacts associated with the customer in YayPay, all of them will receive an email when you click SEND. For example, if there are three billing contacts, three emails will be sent.

If you want to send emails to specific email addresses instead of using the BILLING CONTACT, or want to include other email addresses, enter them in the blank lines under the Recipients, CC, or BCC fields. Ensure a comma separates each email address.


Recipients in Invoice-Level Email Reminders

When sending a manual invoice-level reminder, the Recipients drop down includes the BILLING CONTACT option, which refers to the customer-level billing contact. To send an invoice reminder to the billing contact associated with the invoice, select the corresponding person from the list:

These email addresses are invoice-level contacts which are also shown on the CONTACTS tab on the Statement page:

Delete

Note

If there are multiple billing contacts associated with the customer in YayPay, all of them will receive an email when you click SEND. For example, if there are three billing contacts, three emails will be sent.

If you want to send emails to specific email addresses instead of using the BILLING CONTACT, or want to include other email addresses, enter them in the blank lines under the Recipients, CC, or BCC fields. Ensure a comma separates each email address.


Can't find what you need?

Contact our support team support@yaypay.com for help.