The follow-up of customer collections and reminders is an essential activity for all companies. An unpaid invoice represents a direct financial risk and a waste of time for your teams. To organize these actions efficiently, Excel remains the tool most used by SMEs and SMIs. To help you structure your actions and save time, we offer you a free, ready-to-use Excel template for collections and reminders.
Why use an Excel collection template?
Collection involves ensuring that invoices issued are paid on time. In practice, however, many customers pay late, which increases DSO and weakens cash flow. An Excel template can be used to centralize all useful information: invoices issued, due dates, delays, actions already taken. It provides clarity and prevents oversights.
Without a tracking table, some reminders are often not sent at all, or arrive too late. The Excel file acts as a real roadmap for the credit manager.
Practical example in Excel
Our Collection & Dunning template allows you to enter for each customer :
- The invoice amount.
- Issue date and expiry date.
- Payment status (paid, overdue, unpaid).
- Follow-up actions taken (call, email, letter).
Example: a small service company can use this table to track all its weekly reminders. If a customer has not replied to two e-mails, the company can schedule a telephone call to speed up payment.
Founded in 2011, ASTON AI, voted Fintech of the Year 2015, has revolutionized the receivables management market in ten years by offering a high-performance, simple, comprehensive and innovative platform. ASTON AI platforms benefit from 10 years of continuous technological development and an in-house R&D department dedicated to digital services.
Download our Excel Collection & Dunning template
The Excel file is designed to be simple and immediately usable. It helps you :
- Centralize all your unpaid invoices in a single document.
- Plan your reminders in a structured way.
- Identify your at-risk customers through clear follow-up.
Download the Excel Collection & Dunning template now and simplify your receivables management.
Download the Excel template for collections and reminders.
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Excel's Limitations and the Aston AI Alternative
While Excel is useful for structuring your reminders, it is limited as soon as the volume increases. Manual updating is time-consuming, and multi-partner collaboration is complex. What’s more, Excel offers no automation: each reminder has to be sent manually.
With Aston AI, you can take your reminders to a new dimension: the software automates up to 80% of your reminders, proposes intelligent scenarios tailored to each customer’s profile, and calculates your KPIs in real time. AI analyzes payment behavior and helps you prioritize your actions.
Best Practices for Follow-ups Using Excel
A well-used Excel spreadsheet does more than just list invoices. It can also be used to implement a genuine dunning strategy. Here are a few tips:
- Send a reminder on the very first day of a missed payment, without delay.
- Vary your communication channels: start with an email, then follow up with a phone call if necessary.
- Document each follow-up action to keep a record and avoid duplicates.
- Prioritize collection efforts based on the amount and age of the debt.
Take the next step with Aston AI
The Excel Collection & Dunning template is an excellent starting point for getting your processes in order. But for real efficiency gains, discover Aston AI: intelligent SaaS collections software, designed to reduce your payment times and secure your cash flow for the long term.
Request a free demo today.
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