Odoo and Axonaut

How do you send a payment reminder in Odoo or Axonaut?

To send a payment reminder in Odoo or Axonaut, connect your software to Muzau and create a follow-up agent. It reads the due date of each invoice and can write to the customer before it arrives, then follow up on the days you choose if it stays unpaid. It stops as soon as the invoice is paid in your software or the customer replies. While approval is on, you read each reminder before it goes out.

Why a reminder before the due date changes what follows

An invoice often reaches its due date without anyone noticing: it sits with a contact who does not pay invoices, or waits for an internal approval. The delay is only discovered afterwards, and the first follow-up is already about an unpaid invoice.

A reminder sent a few days before the due date can clear that blockage before it becomes a delay, with nothing of a reproach about it. In Odoo or Axonaut, the invoices and their due dates are already there; what remains is writing on the right day, invoice by invoice, and stopping when the customer replies. Your team keeps the relationship and the decision to go further; the agent takes the reminders.

How the agent goes about it

Input

Your Odoo or Axonaut invoices, with their due date

It does

Writes a courteous reminder before the due date, then follows up if the invoice stays unpaid

It delivers

Dated reminders that stop when the invoice is paid or the customer replies

Once Odoo or Axonaut is connected, the agent reads each invoice

You connect Odoo or Axonaut once, from Muzau's Tools page. The agent reads your invoices: the reference, the amount, the due date, and whether they are paid. You then create the follow-up agent in Muzau's Workshop, telling it in your own words when to write, for example "remind me of invoices falling due in 7 days, then follow up a week later".

A reminder before the due date, then follow-ups while the invoice is unpaid

The first message can go out before the due date: an agent set up this way takes invoices whose due date is approaching, not those already late. If the invoice is not paid, the next ones go out on the days you set, up to six in all. Each delay is counted from the previous message, not from the due date. The text cites the reference, the amount and the due date, and gets firmer from the second message on, without threats. For the right spacing, see when to follow up on an unpaid invoice.

Reminders go out on weekdays, never two on the same day to the same customer

Reminders go out on the agent's run days: by default Monday to Friday, at 9 a.m., Paris time. The same person never receives more than one scheduled message per 24 hours, all agents combined: a reminder that falls on the day of another send is postponed. Beyond 2 days late, it does not go out, the remaining reminders stop for that customer, and their follow-up says so. A customer with two open invoices is tracked on only one at a time.

The reminder stops at payment or reply, and you stay in control

As soon as the invoice is paid in Odoo or Axonaut, the agent sees it and stops, as with invoice follow-up with Pennylane. It also stops as soon as the customer replies or the team writes to them. You decide, on the Autonomy page or when creating the agent, that each reminder waits for your approval. In Management, you read each planned reminder before it goes out, and canceling the next one stops the follow-up for that customer.

Writing a good payment reminder before the due date

With or without a tool, a reminder before the due date is not a follow-up: nothing is late, and it reads as a favor.

• A subject line that gives the reference and the date: "Invoice no. [reference]: due on [date]".
• The reference, the amount and the due date, copied from the invoice, with no rounding.
• One sentence saying why you are writing: you are checking that the invoice reached the person who pays.
• An offer to resend it, or to pass it on to the department that pays.

A template, to adapt: "Hello, invoice no. [reference] for [amount] falls due on [date]. I am making sure it reached the person who pays it: if not, tell me who to send it to and I will forward it. Have a good day."

Before launching reminders, check three things:

• Each invoice carries its due date, not only its issue date.
• The customer's email is that of the person who pays, not only that of your usual contact.
• Payments are recorded as they come in: a reminder sent to a customer who has already paid hurts the relationship more than a day's delay.

For the follow-up after the due date, see how to chase an unpaid invoice by email.

What it does not do

• It only sees a payment once Odoo or Axonaut records it: a transfer received but not yet entered does not stop the reminder, unless the customer replies.
• It calculates no amount or penalty: it cites the one on the invoice, and an invoice without a due date does not enter a due-date reminder.
• It sends no formal notice or letter and gives no legal advice: it sticks to friendly reminders and follow-ups by email.

Frequently asked questions

Is a payment reminder before the due date badly received by the customer?

Not when it stays factual and courteous: the reference, the amount, the due date, and the offer to resend the invoice. That is the instruction given to a Muzau agent, which adds no sales pitch and never threatens.

Can you automate payment follow-ups in Axonaut?

Yes, by connecting Axonaut to Muzau: an agent follows up with the customer on the days you choose and stops as soon as the invoice is paid. When the company mailbox is connected, Gmail, Outlook or another, the follow-up goes out from your address. You decide whether each follow-up waits for your approval or goes out on its own.

What happens if the customer pays between two follow-ups?

As soon as the invoice is paid in Odoo or Axonaut, the Muzau agent sees it and stops its follow-ups for that invoice. A customer who replies "it's paid" also stops the follow-up, simply by replying.

How do you follow up on a quote sent from Odoo or Axonaut?

By its email: when the quote goes out from your connected mailbox, or with a Muzau agent's address in copy from a company address, the agent tracks it. It follows up with the customer at D+3, D+7 and D+14 by default, a pace you can change, and stops as soon as they reply.