Payment collection workflows for advance payment reminders and dunning
Standardize payment collection from prepayment to dunning and reconciliation to improve cashflow predictability.
Payment collection workflows that improve cashflow predictability
Payment collection is not only reminder emails. Teams need a governed flow from advance payment to dunning and final reconciliation. Sanka helps finance and operations run one collection process with clear ownership, triggers, and auditability.
Track deposits and prepayments against the right order or contract so downstream billing and delivery stay aligned.
Move from friendly reminders to escalation steps using due-date and risk rules, not ad-hoc judgment.
See expected vs. actual collections by segment, owner, and aging bucket in one view.
Standard collection stages
- Register advance payment and allocate it to invoice schedules.
- Trigger reminders before and after due date by customer segment and terms.
- Escalate to dunning with explicit ownership, SLA, and dispute reason tracking.
- Reconcile payment outcomes and sync status back to CRM and accounting.
| Stage | Typical trigger | Operational output |
|---|---|---|
| Advance payment | Order confirmation or contract signature | Deposit posted and linked to billing schedule |
| Reminder | 7 days before due date / on due date | Automated notice with owner and follow-up task |
| Dunning | Overdue threshold reached | Escalation flow with approval and communication history |
| Resolution | Payment, dispute closure, or write-off | Status synced to AR, CRM, and reporting |
[OK] Invoice INV-2026-1402 issued (Net 30)
-> Reminder scheduled: D-7, D+3
[WAIT] No payment at due date
-> Dunning level 1 triggered (Owner: AR Team)
[WAIT] Customer dispute opened
-> Approval route to Finance Manager
[OK] Partial payment received
-> Remaining balance and next action updated
Improve cashflow without increasing manual follow-ups
Collection performance improves when reminder cadence, dunning policy, and owner accountability are standardized.