Dunning Letters for QuickBooks Enterprise
Every late invoice in QuickBooks placed on your dunning schedule by days beyond its account’s own terms, one letter per customer at the stage it has reached, and a person deciding what goes out.
Collections & ARUpdated Nov 202620 ERPs
See it work on QuickBooks.
Click through the steps. Fictional data, in QuickBooks’s terms; the real thing runs on QuickBooks.
| Customer | Terms | Beyond terms | Stage | Last letter | Status |
|---|---|---|---|---|---|
| Brookside Framing | Net 30 | 45 days | Final notice | Second notice, Sep 27 | Due today |
| Westfield Masonry | 2% 10 Net 30 | 20 days | Second notice | Reminder, Oct 7 | Due today |
| Pine Hollow Contractors | Net 30 | 9 days | Reminder | — | Paused · promise Oct 24 |
| Oak Hill Builders | Net 30 | 5 days | Reminder | — | Dropped · paid overnight |
Every late invoice on its stage, aged on its own terms. Two letters due, two held back.
Tools in this workflow.
Pieces your customers and your team use directly, on their own or inside this workflow.
The problem, as it happens in QuickBooks.
Dunning at a dealer is three letters in a Word file, first notice, second notice, final notice, and whoever has time decides who gets which. The A/R Aging Summary sorts invoices into thirty-day buckets, so an account on 2% 10 Net 30 gets a second notice before its money is late, and one on net-10 waits a month for its first.
Nobody tracks which letter each invoice has had. The contractor who paid on Tuesday gets the final notice on Wednesday, the account with a promise for Friday gets the second, and the final notice threatens a lien on a job whose deadline passed in August. Customers learn which letters they can ignore.
How it works.
- 1
Every late invoice on its stage
Each night every open invoice is aged on its account’s own terms as QuickBooks has them and placed on your schedule: a reminder at five days beyond terms, a second notice at twenty, a final notice at forty-five. The stages, the days and the wording are a spec your admins edit.
- 2
One letter per customer
A customer with three late invoices gets one letter, at the stage of the oldest, listing all three with copies, signed delivery tickets and a payment link minted at send. A rule refuses any figure that isn’t on the customer record.
- 3
Paused where it should be
An open promise to pay, a payment plan or a disputed invoice takes the account off the schedule until it’s settled, and a payment posted overnight re-drafts the letter or drops it. Nobody gets a second notice for money they’ve said is coming.
- 4
A person sends every letter
The desk opens on the letters due today, final notices first. Each final notice is checked against the hold queue and the lien calendar before it reaches the desk, so it names only what you can still do. Edit, send or skip.
How it connects to QuickBooks.
Lunica reads QuickBooks’s open items, payments and the customer record nightly through the QuickBooks SDK on the machine that hosts the company file, under a read-only connection, and ages every invoice on its own terms: Net 30, 2% 10 Net 30, net-10, whatever the account carries. Promises, plans and disputes come from the Lunica desks that keep them, and lien deadlines from the notice calendar. Aging is computed each night and never stored.
Nothing is written to QuickBooks and nothing is sent on its own. Every letter is a draft until a person sends it, and each send is logged against its invoices with the stage, so the next letter knows what came before. The payment link opens a payment page under your name, and your team posts the payment with the remittance Lunica prepared. A hold the final notice calls for is set in QuickBooks by your team.
What a week looks like.
- Every late invoice on the right stage, on its account’s own terms.
- One letter per customer, at the stage of its oldest invoice.
- No notices to customers who paid, promised or disputed.
- Final notices that name only what you can still do.
Questions about dunning letters on QuickBooks.
Are dunning letters sent automatically?
No. Each letter is drafted on the day its stage is reached and waits on the desk until a person sends it, edits it or skips it.
How many stages can we have?
As many as your policy has. The days, the tone and the wording of each stage are a spec your admins edit in plain English, with history and revert. Three is common: a reminder, a second notice and a final notice.
How does it handle different terms?
Each invoice ages on its account’s terms as the customer record in QuickBooks has them. An invoice on Net 30 reaches its reminder five days after it falls due on those terms, not five days after a flat thirty.
What stops a letter going to a customer who already paid?
Payments posted in QuickBooks are read each night, and a letter is re-drafted or dropped before it reaches the desk. A promise to pay, a payment plan or a disputed invoice pauses the account until it’s settled.
What does the final notice say will happen?
What your policy says happens next, and only what can still happen: the account goes on hold, a lien is filed while the deadline is open, or the account moves to a final demand and referral. Each final notice is checked against the hold queue and the lien calendar first.
Can customers pay from the letter?
Yes. Each letter carries a payment link minted at send that opens a payment page under your name, by card or bank transfer. Your team posts the payment.
How is this different from collections?
Collections decides who needs a personal note this week. Dunning keeps the schedule: which letter each late invoice has had and which comes next. They share one inbox, one list of promises and one cooldown, so a customer never gets a note and a notice in the same week.
Does it need a server?
Lunica runs on one Windows server inside your network, beside the company file, set up and maintained by Lunica. It reads QuickBooks Enterprise through the QuickBooks SDK on the machine that hosts the company file, under a read-only connection. There is no inbound connection from outside your network.
What does Lunica read in QuickBooks?
The customer record, open items and terms, purchase orders and receipts, the item list, quotes and order history, as each workflow needs them. Read-only, and only the rows a task is about.
Can it post to QuickBooks?
Nothing lands in QuickBooks without a person. What belongs in QuickBooks goes back as the QuickBooks SDK where it allows, or keyed by your team from what Lunica prepared.
What about our documents?
Invoice copies and scans keep living in the attachments on the transaction. Lunica reads them when a workflow needs one and never writes to them.
The same workflow, on another ERP.
Dunning Letters is written for every system on the list. You’re reading the QuickBooks version.
Lumber and building materials
Wholesale distribution
General business
- Dynamics 365 Business Central
- NetSuite
- Sage 100
- QuickBooks Enterprise
- Acumatica
- SAP Business One
- Epicor Kinetic
Another system? Tell us which →
See it on your QuickBooks data.
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