A Playbook is an automated sequence of reminders designed to get your invoices paid without manual intervention. Think of it as a personal collection assistant that works 24/7.
Step 1: Accessing the Playbooks Area
1.Click on the Playbooks icon on the side navigation menu.
2. Click the “+ New Playbook” button to start from scratch, or choose the default template.
Step 2: Defining the Trigger
A Playbook starts based on a specific event.
- around the due date: a few days before the due date, on the due date, or if its its overdue.
- Invoice Creation: Immediately after a new document is created.
Step 3: Building the Sequence (The Steps)
Now, add the steps your playbook will take. For a standard collection flow, we recommend:
- Step 1 (Friendly Reminder): Send an Email 2 days before the due date.
- Step 2 (The Due Date): Send a WhatsApp/SMS on the day the payment is due with a direct payment link.
- Step 3 (First Overdue): Send a firm Email 3 days after the due date if the invoice is still unpaid.
- Step 4 (Escalation): Schedule a Manual Task or a phone call notification for your team if the invoice is 14 days overdue.
Step 4: Assigning Customers to the Playbook
Once your playbook is ready:
- press “link client” and choose the clients you want to be added to the playbook.
2. press “link client to playbook” to save.
💡 Pro Tips for Success:
- Start Gentle: Your first reminder should always be friendly, sometimes customers simply forget.
- Multi-Channel Approach: Use a mix of Email for formality and WhatsApp/SMS/Calls for high visibility.
- The “Stop” Rule: SwiftCollect automatically stops the playbook as soon as the invoice is marked as Paid. You don’t need to worry about nagging customers who have already settled their debt!