Unpaid invoices are not just a nuisance – they can seriously jeopardize a company’s liquidity and stability. Companies in particular that offer products or services on account bear a high level of risk: they pre-finance delivery and, in the worst case, may have to wait weeks or even months for payment.

Professional receivables management is therefore not a “nice-to-have,” but business-critical. Clear payment terms, structured reminder processes, and rapid escalation in the event of late payment are essential to collect outstanding receivables effectively. In this article, we outline the key prerequisites, stakeholders, and measures – and how KLEVERBILL supports you in recovering your money successfully and efficiently.

1. Requirements for successfully collecting receivables

Before you actively collect payments, fundamental prerequisites must be met:

• A flawless invoice has been issued

• Payment term has been clearly defined

• Payment is overdue

If no contractually agreed deadline exists, a statutory payment term of 30 days applies in Germany (§286 BGB). Once this period has expired, the debtor is in default – and you may take legal action.

👉 Tip: KLEVERBILL helps you define payment terms consistently and monitor them automatically.

2. Who is authorized to collect receivables?

When it comes to collecting payments, as a creditor you have several options:

• Send reminders yourself: as an initial, cost-efficient step

• Engage a lawyer: for high amounts or legal uncertainty

• Instruct a debt collection provider: for professional receivables recovery

With KLEVERBILL, you decide flexibly when each measure is triggered – including seamless handover to our connected debt collection partner.

3. How to recover payments successfully – step by step

a) Multi-stage reminder process

A structured dunning process is the most effective lever for preventing payment defaults. Most outstanding receivables can be resolved early through a clear, graduated reminder system.

• 1st reminder: Friendly payment reminder

• 2nd reminder: Firm reminder with notice of default

• 3rd reminder: Final notice before handover to debt collection

With KLEVERBILL, this process can be fully automated – individually configurable by industry, customer segment, or payment behavior.

b) Optimize communication

Many unpaid invoices are not intentional, but arise due to:

• Forgetfulness

• Formal invoice errors

• Communication issues

Through automated reminder letters, integrated comment and clarification functions, and centralized documentation of all activities, KLEVERBILL reduces misunderstandings and accelerates communication – both internally and externally.

c) Structure payment terms flexibly

If a customer is willing to pay but unable to do so immediately, KLEVERBILL enables you to:

• Offer installment plans

• Extend payment deadlines

• Document acknowledgments of debt

These measures reduce default risk and help prevent legal disputes.

4. When nothing else works: Debt collection & court order for payment proceedings

Debt collection

If all reminder stages are unsuccessful, you can transfer the receivable via KLEVERBILL to the debt collection partner with one click – without additional effort and without system disruption. Our partners work professionally, efficiently, and in full legal compliance.

Benefits:

• No additional costs for you

• You retain full visibility at all times

• Customer communication remains professional

Court order for payment proceedings

As a final step, court order for payment proceedings can be initiated. Here too, KLEVERBILL supports you through structured case handover, deadline management, and the required documentation.

5. Why payment recovery with KLEVERBILL is especially effective

KLEVERBILL is much more than just dunning software. It is your central hub for modern receivables management, developed specifically for companies and online retailers that regularly offer products or services on account.

Your benefits:

✅ Fully automated reminder processes

✅ Intelligent workflows for reminders, escalation & debt collection

✅ Integration with experienced debt collection partners

✅ Improved cash flow through faster incoming payments

✅ Less effort – more control

KLEVERBILL eases the burden on your accounting team, reduces outstanding receivables, and improves your liquidity – without complex IT projects.

Collecting payments does not have to be difficult – with KLEVERBILL, it becomes smart

Whether start-up, SME, or growing online shop: if you offer products or services on account, you need a system that actively prevents payment defaults – rather than reacting only when it is too late.

KLEVERBILL offers exactly that: a fully automated receivables management solution that intelligently connects dunning, customer communication, and debt collection.