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(Coming Soon) Debtor Management Escalations: Compose, Send and Track Dunning Letters

Use Debtor Management to send formal reminder notices and letters of demand to your debtors. Letters can be sent directly from CreditorWatch and tracked within the platform, helping you manage collections activity in one place.

When to use letters in Debtor Management

Use dunning letters when standard collection activities, such as invoice reminders and phone calls, have not resolved an overdue account.

Debtor Management provides a structured and trackable workflow for sending reminder notices and letters of demand to debtors.

Letter templates include CreditorWatch branding and can also be configured to include your business logo.

If your accounting software is integrated with Debtor Management

Debtor Management can automatically sync invoice and customer information from:

  • Xero

  • QuickBooks

  • MYOB

  • Microsoft Dynamics

Integration provides access to:

  • An at-a-glance view of overdue invoices prioritised by credit risk

  • Letter templates pre-filled with customer and invoice details

  • The ability to register payment defaults and send related notification letters directly from Debtor Management

Additional letter features

When your accounting software is integrated, Debtor Management also provides:

  • Escalation recommendations based on the age of the overdue invoice

  • Data pre-fill for debtor and invoice information, reducing manual entry

To use the letters in Debtor Management:

  1. Navigate to Debtor Management.

  2. Select a debtor with overdue invoices.

  3. Review the recommended letter in the preview panel.

  4. To modify the letter, click Edit Template.

  5. To download the letter, click Download Letter.

  6. To send the letter, click Send via Email.

Track letter activity

To view previous communication with a debtor:

  1. Open the debtor profile.

  2. Click View History.

You can view the status of each letter, including:

  • Sent

  • Delivered

  • Bounced

  • Failed

The History panel also records letters sent, letters downloaded, email delivery activity and email failures.

If your accounting software is not integrated with Debtor Management

If you use accounting software that is not supported by Debtor Management, you can still create and send letters manually.

In the manual workflow, escalation recommendations and automatic data pre-fill are not available.

Configure a letter template

  1. Open the letter template form.

  2. If this is your first time using Debtor Management letters, complete the onboarding workflow.

  3. Select the letter template that best matches your scenario.

  4. Enter the debtor and invoice details.

  5. Review the PDF preview.

Send a letter

  1. Click Send via Email.

  2. Debtor Management generates the PDF attachment.

  3. The email is sent using your configured reply-to email address.

  4. The communication is recorded in the History tab.

View communication history

  1. Open the debtor profile.

  2. Click View History.

  3. Review the status of previously sent letters and related communication activity.

Download a letter without sending

If you do not want to send the letter through CreditorWatch, you can download the PDF and issue it separately.

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