Handling overdue invoices and encouraging timely payments can be a challenge for any business. At devcrm.it, we recognized the need for a smarter, more efficient system to manage unpaid invoices and additional charges.
That’s why we developed our custom Charges Module for EspoCRM, designed to automate financial processes, protect cash flow, and streamline customer communication.
In this article, we’ll explore how we use the Charges module, the benefits it brings, and how your business can benefit from similar EspoCRM customizations.
Why We Developed the Charges Module for EspoCRM
Sometimes, customers delay payments beyond agreed terms. In such cases, we have to take additional steps, including:
- Adding interest charges to overdue invoices.
- Sending formal payment demands.
- Restricting services for non-compliant customers.
To handle this smoothly, we built a dedicated Charges entity inside EspoCRM that:
- Automatically creates charge records when invoices are overdue.
- Calculates interest and additional fees based on invoice amounts.
- Helps us send payment demand letters quickly using professional PDF templates.
This automation ensures our financial management stays proactive and legally compliant.
How the Charges Module Works
1. Automatic Charge Creation
When an invoice becomes overdue:
- The system generates a new Charge record automatically.
- Interests and penalties are calculated based on predefined rules.
2. Quick Payment Demand Letter Generation
We have prepared multiple PDF templates for different communication stages, including:
- Initial payment reminders.
- Formal late payment demands.
- Pre-legal notifications.
We can generate these documents directly within EspoCRM, speeding up the process.
3. Payment Processing and Record Keeping
Once a customer settles the debt:
- The Charge is marked as Paid.
- We generate an accountant note for official booking.
If the debt remains unpaid:
- The customer’s account can be restricted or blocked until payment is made.
Practical Example
For instance, if a customer owes €2,000 and delays payment:
- A Charge is generated with an interest fee (e.g., 5%).
- A formal payment demand letter is emailed automatically.
- Upon receiving payment, the record is updated, and the customer account is cleared.
- If payment is not received after follow-ups, their access to certain services may be temporarily suspended.
This procedure ensures clarity, accountability, and professionalism throughout the debt recovery process.
Benefits of Using the Charges Module
1. Improved Cash Flow
Proactively managing overdue accounts protects cash flow and reduces financial risk.
2. Streamlined Debt Recovery
Automation reduces manual effort and ensures timely, consistent communication with clients.
3. Better Client Management
Our teams can quickly see the payment status of customers and take appropriate actions within EspoCRM.
4. Legal Readiness
Formal documents like payment demand letters and charge records help support legal proceedings if needed.
Why Choose devcrm.it for EspoCRM Customization?
At devcrm.it, we specialize in custom EspoCRM modules designed to fit real business needs.
The Charges Module is just one example of how we turn everyday challenges into efficient, automated processes.
Whether you’re looking to improve financial workflows, manage customer relationships better, or enhance your CRM system, our team is ready to help you grow.
Explore our EspoCRM services and discover how a tailor-made solution can transform your operations!
Start Automating Your Financial Management Today
Managing overdue invoices shouldn’t be a struggle.
Let devcrm.it show you how custom CRM solutions can make a difference.
👉 Contact our experts now and let’s build a smarter CRM for your business!
