Automating Dunning Letters for Small Invoices

The Challenge:

For years, small invoices were treated as an afterthought. Collectors knew that chasing them one by one drained hours without moving the big numbers. But when those invoices piled up, they still created tension with customers and clogged cash flow. The manual process of sending individual dunning letters made it almost impossible to stay on top of all accounts.

The Turning Point:

We realized the real problem was not the money itself but the lost time. If we could reduce the administrative weight without losing the personal touch, the team would have space to focus where it mattered most.

Our Approach:

• Built a VBA/Macro tool that could prepare and send personalized dunning letters in bulk.

• Integrated the tool into the team’s existing workflow so adoption was seamless.

• Trained the team to manage, adapt, and own the process, instead of relying on constant technical support.

The Results:

• 150 personalized dunning letters sent each month with minimal manual effort.

• 12.5 hours saved every month, translating to more than $7,500 in annual productivity gains.

• Faster collections on small invoices, reducing friction and improving cash flow.

The Impact:

Instead of spending mornings sending routine letters, collectors had time to work on high-priority accounts. Customers received timely, professional communication. Overdue accounts went down, and relationships improved.