Profile management is essential to setting up master data for new customers and vendors, and maintaining it for existing ones. Master data that isn’t clean and up to date can cause numerous problems including:
- Billing errors
- Shipping errors
- Disputes
- Unauthorized deductions/chargebacks
- Delays in payment
The best way to update master data is to provide a self-service portal for your customers and vendors to self-manage their accounts. Even if you provide a self-service portal, however, it is still a good idea to send automated reminder emails periodically to nudge customers and vendors to update their master data.
Anniversary Email
Following are examples of reminder emails to use on a customer’s anniversary of doing business with you.
Anniversary Profile Update
First Email
Subject Line: Happy Anniversary, !
Hi ,
Happy [our company name] anniversary! I’m so glad to have you with us.
I’d like to make sure that all of the contact information and documents I have on file for you is correct. Can you take a moment to verify your information?
Verify Information
Thanks,
Second Email
Subject Line: Is this information correct?
Hi ,
A year has passed since we last caught up! I’d like to verify that all the contact information and documents on file that we have for you is up-to-date. This helps me to ensure that I can provide accurate billing and keep your account in good standing. Please take a moment to verify your information below.
Verify Information
If everything looks up to date, just press the “Looks Good!” button.
Thanks,
Third Email
Subject Line: Please verify we have the correct information
Hi ,
Without updated contact information, I am unable to ensure I can provide accurate billing and keep your account in good standing. Can you to take a moment to verify your information? If all looks up-to-date on review, just press the “Looks Good!” button.
Review Information
Thanks,
Onboarding Email
As part of your adoption services you should also use automated emails to remind your new customers to provide master data. Following are examples of reminder emails to use for new customers.
New Customers
Welcome & Onboard Email
Subject Line: Welcome !
Hi ,
Thank you for choosing [company name], we’re glad to have you on board with us! To get started, and to get to know each other a little better, we will need you to fill out a quick onboarding form. You can do so in our self-service customer portal below.
Begin Onboarding
You will find that you can also access invoices, documents, make payments and send us messages in our customer portal. We strongly encourage you use the portal, as it makes payments and the payables process a lot easier.
Thanks,
First Reminder
Subject: Reminder: Onboarding Form for [company name]
Hi ,
I noticed that you have not had a chance to fill out our onboarding form yet. Without this information, our accounts receivable department is unable to perform accurate billing. Please fill out the onboarding form in our self-service customer portal below at your earliest convenience.
Begin Onboarding
Looking forward to getting started!
Second Reminder
Subject Line: Please begin your onboarding for [our company name]
Hi ,
Did you receive my previous emails regarding our onboarding form? In order for us to move forward with your account, we need you to fill out our onboarding form as soon as possible. You can do so by using our customer portal.
Begin Onboarding
Please let me know if I can be of any further assistance,
Automated customer communications can help you maintain customer master data for quicker payment. Automated credit and collection solutions can help you achieve your cash flow goals.
Lockstep Collect, a leader in cloud-based credit and collection platforms, can help you collect cash in 4 ways:
- Cloud-based solutions
- Automated customer communications
- Customer self-service
- Collection Activity Management
Lockstep Collect is an experienced software partner that can help you maximize your collections and cash flow in the new normal.
If you would like to learn more about how you can benefit from automated credit and collection solutions, please contact Lockstep Collect at www.lockstep.io.
