Payment Links and Automated Collection Reminders

The problem

Most SAP Business One sites chase overdue receivables with a monthly statement run and a person with a phone. The statement lists balances but gives the customer no way to act on it. The customer has to find their own accounts payable process, raise a bank transfer, quote a reference that may or may not survive the transfer, and then somebody in your finance team matches an unreferenced bank line against an open A/R Invoice several days later.

Every friction point in that chain adds days to your DSO. The customer who genuinely intended to pay is blocked by effort. The customer who is stalling has no prompt beyond a statement they can ignore. And your team burns hours on manual matching and on remembering who was chased, when, and what they said.

The pattern that works is well established outside ERP: send the payer a link tied to one invoice, for the exact open amount, that takes a payment in a few clicks; then escalate automatically if it is not paid. What is missing is that pattern driven from the SAP Business One aging data itself, with settlements posting straight back to the invoice.

What ECOSIRE builds for you

This is a build-to-order SAP Business One add-on. Nothing is pre-built and nothing is downloaded — after a scoping call and a fixed quotation we develop it for your gateway, your document set and your company database, then install it.

Per-invoice payment links

For any open A/R Invoice the add-on generates a signed, expiring link tied to that document key, the Business Partner, the open amount and the currency. The link resolves to a hosted payment page served by your gateway, so card data never touches SAP or our code. The link can be emailed automatically when the invoice is posted, sent on demand from the invoice screen, or included in the reminder emails described below. Partial payment can be allowed or blocked per your policy, and the link closes itself once the invoice reaches zero open balance.

Escalating reminder schedules

Reminder levels are driven off the invoice due date and the current open balance read from SAP, not from a static list. You define the schedule — for example a courtesy notice before due date, then reminders at 7, 14 and 30 days past due, then a final notice — and the content of each level. Each reminder carries the payment link, the invoice PDF, and the current open amount at the moment of sending, so a customer who has part-paid never receives a demand for the original gross figure.

Escalation respects reality. A Business Partner on payment hold, in dispute, on a payment plan, or flagged for manual handling is excluded through a User-Defined Field on the Business Partner master or the invoice. Once an invoice is settled, the remaining schedule for that document stops immediately.

Settlement back into SAP

When the gateway confirms a payment, the add-on creates the Incoming Payment through the Service Layer and applies it to the specific A/R Invoice the link was issued for, posting the corresponding Journal Entry. This is the step that removes the manual matching work: the payment arrives already reconciled to a document rather than as an unidentified bank line. Gateway fees can be posted to a nominated G/L account so the deposit amount ties out.

Collections visibility

A collections view built on your aging data shows, per Business Partner and per invoice, which reminder level has been reached, when each message was sent, whether the link was opened, and whether a payment attempt failed. Notes and promised-to-pay dates are captured against the document. Approval procedures can gate anything sensitive — a final-notice send, a write-off, or a suspension of chasing on a key account.

Technical approach

The add-on reads aging and document data through the SAP Business One Service Layer (REST/OData), with the DI API used where an operation is better handled there. Reminder state, link tokens, send history and promised-to-pay notes are stored in User-Defined Tables wrapped in User-Defined Objects; per-Business-Partner and per-invoice exclusions use User-Defined Fields. The scheduler runs as a service alongside SAP rather than as a client-side job, so reminders send whether or not a user is logged in. Reminder templates and statement layouts can be delivered as Crystal Reports where you need the existing document look preserved.

Supported: SAP Business One 10.0 on Microsoft SQL Server or SAP HANA, on-premise or cloud-hosted. Delivered per tenant.

Who this is for

Any SAP Business One site with more open A/R Invoices than the finance team can personally chase — distributors, service companies, subscription and maintenance billers, and organisations with a long tail of small-value invoices where the cost of a phone call exceeds the value of the debt.

How delivery works

1. Scoping call. We confirm your gateway, your reminder levels and wording, which Business Partner groups are in scope, your exclusion rules, your G/L mapping and your email or messaging sender setup. 2. Fixed quotation. A written scope and fixed price before development begins. Typical lead time is 2 to 4 weeks from acceptance. 3. Build. Developed against a copy of your configuration and tested against your gateway sandbox with real aging data from a test company. 4. Install in test. Installed into your test company database first. We run a full reminder cycle with sending redirected to your team so you see every message before a customer would. 5. Install in production. After sign-off we install into production, switch to live gateway credentials, and start with a limited Business Partner group before opening it up. 6. Support window. A support period for defect fixes and configuration changes, on the terms stated in your quotation.