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If, in spite of your written reminders and phone calls, a customer still hasn’t paid you, it might be time to send a postal letter notice. Among the existing communication channels you can pick on Upflow, you will find letters (regular or registered).
❗This is a paying feature. If you use it, you will be charged additional fees at the end of the month (learn more).

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Brand and personalize your communications

Upload the logo you want displayed on your letters from the Company section of your Settings. You can also add a footer to your reminders from the Letters section. These elements will systematically appear on any communication sent out by postal mail. Now moving to the stage(s) of your Workflows where you want to send a letter. Select your preferred option (registered or not) and configure it/them as you would any other action: define an owner, set a trigger date, write down the appropriate content…and save!
👉 You can send ad hoc letters (not as part of a workflow) at any time!

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Next steps

Letters can be sent manually - allowing their owner(s) to review them (add tags, edit the recipient) prior to sending - or automatically. They will appear on the Actions list view come their completion date: in the To do list of its owner(s) if manual or if the customer’s contact or address is invalid/missing. Both manual and automated letters are visible in the Actions > All list.
By default, letters are sent to the customer’s main contact. You can edit the recipient only for manual/ad hoc letters.
If a customer has no Contact, the letter can’t be sent, even if they have a postal address filled in Upflow. You then must create a dedicated contact to send your postal letter. You can create it:
  • directly from the “To” field of your manual letter
  • from the customer’s details page > Contacts tab
  • by importing a CSV file to import contacts in bulk (learn more)
  • from your billing tool - the contact will be synced automatically to Upflow
From their to do list, the owners will be able to edit the content and pick another recipient among your customer’s contacts or create a new one on the fly. Select any of the customer’s due/overdue invoice(s) or upload a document from your computer (limited to 25 MB). If you changed your mind, you can update the type for another channel, skip the action or pause your customer’s collection to pick it up later. Happy with the result? Click on Preview and send for a last peek. The attached file(s) are not part of the preview but will be sent out. Eventually click on Preview & Send, review and validate the document, and track your mail on your customer’s timeline!

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Failed letters

Whether your letter action is manual or automated, if your customer’s address is missing or invalid, the letter will be displayed in the action’s owners to do list and highlighted in both the pending action and on the customer’s detail page.