Escalations by invoice
When you only need to follow up on a few specific invoices:
Go to Follow-up plans and click Create a new plan.
Select Escalation → By Invoice.
Define your steps. For each step:
Choose a trigger (e.g., X days after the due date or X days after the issue date).
Choose an action (e.g., send an automatic email, review the email before sending, create a call reminder, or generate a letter).
New functionality: You can now define triggers for follow-up plan steps based on the Issue Date of an invoice! This allows you to automate reminders relative to when an invoice was issued, not just when it’s due. For example, you can send a courtesy notification 5 days after issuing the invoice to ensure the customer is aware of the upcoming obligation.
Actions explained
Automatic email: Sends a reminder right away when conditions are met. For example, if the trigger is set to "15 days after the issue date," the email will be dispatched automatically 15 days after the invoice was issued.
Email with validation: You’ll confirm or edit the email before it goes out (managed from Follow-up Actions).
Call: Creates a reminder in Follow-up Actions. You call the client outside Agicap. If the trigger is set to "15 days after the issue date," the call reminder will be created 15 days after the invoice was issued.
Letter: Generates a PDF or a MySendingBox draft for manual sending if this service is used.
Note: When using the Issue Date as a trigger, the "Before" option is disabled. This ensures that all actions are scheduled after the invoice issue date.
Escalations by group of invoices
When you have multiple invoices for the same client and want a single, grouped approach:
Go to Follow-up plan and click Create a new plan.
Select Escalation → By group of invoices.
Pick how often you want the plan to check invoice conditions (frequency) and the earliest date to start (next follow-up date).
Choose the invoice scope (all unpaid or late only).
Set up delay triggers and assign email, call, or letter actions to each level.
For example, if the client's latest invoice is overdue by 30 days, the plan sends an email. If it’s 60 days, it initiates a call, etc.
Actions explained
Grouped email: All relevant invoices are listed in one email, either sent automatically or after manual review.
Call: Creates a grouped reminder in Follow-up Actions.
Letter: Generates a grouped PDF to send manually or via MySendingBox if the service is used.
Internal user follow-ups
You can also notify your colleagues about overdue invoices. If you have internal users set up on a client:
Add them as recipients in an Escalation step so they’ll receive an email or see the call reminder.
They’ll see all the overdue invoice details and can follow up directly or coordinate with you.
New functionality: Internal users, who are assigned to specific clients in Agicap, are now also recognized as internal contacts. When creating escalations or recaps, you can select these internal contacts as recipients. This ensures that your internal users are aware of invoice statuses and can take necessary actions promptly, streamlining the follow-up process and improving efficiency in managing accounts receivable.
💡 Tips
Combine Escalations with manual follow-ups for maximum flexibility.
If a client has both a Recap and an Escalation assigned, you can temporarily exclude specific invoices from any plan.
Adjust your email templates based on the invoice delay or client relationship.
FAQ ❓
What happens if I want to remove a follow-up plan from a client?
Open the client’s details, look for the assigned follow-up plan, and click Remove. The plan will no longer trigger for that client.
Can I edit an Escalation after it’s created?
Yes. Click on the plan on your Follow-up plan page, then select any step to update the trigger, action, or email template.
How do I exclude a single invoice from an Escalation?
Open the invoice details, find the follow-up plan toggle, and switch it off. That invoice will no longer be included in any automatic actions.