HomeAccount ReceivableDunning 101: The Ultimate Guide for Collection Teams

Dunning 101: The Ultimate Guide for Collection Teams

Collection teams are entrusted with the crucial mission of recovering overdue payments from customers. Their responsibilities encompass a spectrum of tasks, including communicating with debtors, negotiating payment plans, and ensuring compliance. The success of these teams depends on the balance of assertiveness and empathy, requiring them to navigate complex financial situations with professionalism and persistence.

Charged with the task of recovering outstanding debts, collection teams play a pivotal role in maintaining the financial health of organizations. The effectiveness of these teams relies heavily on strategic tools and methodologies, and one such indispensable tool is the Dunning process.

In this comprehensive guide, we aim to provide collections teams with a roadmap for success. From the basics of dunning to best practices, explore the essential aspects that every collection team should master for faster debt collection.

What is Dunning?

Dunning is a method that collection teams use to collect payment from customers. It includes steps to avoid missed payments in advance and to resolve payment issues after they happen. The term “Dunning” comes from the 17th-century word ‘dun,’ which meant ‘demand of payment for debt’.

Collection teams reinforce various communication strategies to make sure the customers pay their bills on time. The communication starts with friendly reminders and can escalate to more serious steps such as phone calls, site visits, and sending legal notices as the accounts become more overdue.

Navigating the Nitty Gritty of the Dunning Process

The dunning process is a structured approach used to manage and collect payments from customers. Here’s a simplified breakdown of how the dunning process works:

Initial Communication:

The process typically begins with gentle reminders to customers about upcoming payments. These can be in the form of emails, WhatsApp messages, or letters, serving as friendly reminders to encourage timely payment.

Escalation of Communication:

As payments continue to be overdue, the communication becomes more assertive. This may involve sending follow-up emails and letters or making phone calls to remind customers of their outstanding payments. The tone becomes progressively firmer to emphasize the importance of settling the debt.

Alternative Payment Arrangements:

In some cases, businesses may offer alternative payment arrangements to help customers manage their debts. This can include partial payment plans or other flexible payment options to make it easier for customers to fulfill their financial obligations.

Increased Urgency:

If initial attempts do not yield results, the dunning process moves to a more urgent stage. This could involve sending final notices or more strongly worded communications, indicating the potential consequences of not fulfilling the debt.

Legal Action:

If all previous efforts fail, legal action becomes the last resort. This could involve hiring a collection agency or pursuing legal measures to recover the outstanding debt. However, both parties typically prefer to resolve matters amicably before reaching this stage.

Throughout the process, maintaining a professional and respectful approach is crucial. Even when facing challenges, collection teams must aim to preserve their relationship with the customer, recognizing that positive customer relationships contribute to long-term success.

4 Step Guide to an Effective Dunning Process

Step 1: Identify Account Category

The first step is to create an accounts receivable aging report and assess the customer’s past payment behavior. This would highlight pending invoices, the amount owed by each customer, and their respective payment trends. Analyze the reports and categorize the customer accounts into three segments: 

1)  High risk – Accounts that are delinquent and require immediate follow-up action. 

2) Medium risk – Accounts that require follow-up action after a course of time. 

3) Low risk – Accounts that require negligible follow-up action.

Step 2: Strategize Outreach

The next step involves strategizing dunning outreach according to the account segments. The strategies vary from business to business. Listed below are the industry best practices that you can follow.

1)  High risk – Prioritize delinquent accounts for customized and multi-thread follow-ups. Some businesses may opt to target customers with the highest outstanding amounts, while others may focus on those with the most extended overdue periods.

2) Medium risk – Initiate the follow-up with friendly reminders about the outstanding payments. Emphasize the importance of timely payment and highlight any consequences of continued delay. Implement a combination of automated and personalized reminder communications at frequent intervals.

3) Low risk – While low-risk accounts may require less frequent follow-up, maintaining regular communication is still essential. Send occasional friendly reminders or updates on account status without being intrusive. Automate the reminder communications so you can focus on complex and critical accounts.

Step 3: Creating Dunning Letters

Once the strategies are finalized, the process of drafting dunning letters begins. The content of these letters will vary according to your outreach strategy. For medium and low-risk accounts you can choose dunning letter templates to create the follow-up.

7 Effective Dunning Letter Templates to Accelerate Your Collection Process   Free ready-to-use template built for finance professionals.

For creating personalized dunning letters for high-risk accounts, you can refer to our guide on “Dunning Letters: An In-depth Guide With Examples and Subject Lines“. To ensure effective communication, send follow-ups via multiple channels such as email, WhatsApp messages, and mail.

Step 4: Following Up on Previous Communication

As mentioned before, low-risk accounts might not require constant follow-ups but medium to high-risk accounts demand more frequent and proactive communication. Implement a structured schedule for follow-up collection calls, emails, or messages to keep these accounts informed about their outstanding obligations and the potential consequences of non-payment. 

Ensure that you are able to handle assertive communication without jeopardizing customer relations. Effective communication is the key- communicate with the customers, understand why they are unable to meet their obligations, and provide solutions accordingly. For example, if a customer is facing a fund shortage, you can negotiate a partial payment plan with them.

Here are some effective collection call scripts that you could utilize when speaking with a customer.

7 Effective Collection Call Scripts to Accelerate Payment Collection   Free ready-to-use template built for finance professionals.

What is Automated Dunning and How can It help Collection Teams?

Automated dunning is a transformative approach that streamlines the debt collection process for collection teams. This innovative method involves establishing predefined workflows and communication sequences, automatically triggered based on specific conditions or customer segments. 

Solutions such as Peakflo Collection Task Management play a pivotal role in enhancing the efficiency of the collection teams in the dunning process. Let’s take a look into the features and benefits of automated dunning:

Scheduled Communication

Automated dunning allows collection teams to schedule and automate communication with customers at predefined intervals. This includes sending reminders, notifications, and follow-up messages without manual intervention.

Personalization and Segmentation

Advanced automated systems can personalize communication based on customer information and behavior. Creating a collection workflow for different customer segments according to their payment history or outstanding amounts enhances the effectiveness of communication.

Escalation Triggers

Automated systems can be configured to escalate the intensity of communication to the right stakeholders in the customer’s organization. This ensures a more effective approach to payment recovery.

Multichannel Communication

Leveraging multi-channel communication, including email, WhatsApp, SMS, Zalo, Line, and Viber, ensuring that customers are reached through their preferred channels. This increases the likelihood of timely responses.

Data Analytics and Reporting:

Monitor process health with in-built and customizable AI-powered reports. Collection teams can gain insights into debtor behavior, identify trends, and assess the overall effectiveness of their strategies. This data-driven approach allows for continuous improvement.

Collection teams need to focus on strategic tasks instead of dealing with the overwhelming manual burden of sending hundreds of follow-ups. Embrace Peakflo’s Accounts Receivable Solution to streamline your processes and reclaim valuable time for strategic decision-making. 

The era of manual follow-ups is over; it’s time to let automation lead the way to success.

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