We're excited to reveal a new bundle of advanced billing tools!

These options have been implemented to help streamline and automate your current billing process, saving you more time and improving overall billing success with the goal of minimizing the number of disputes and late payments from your customers.

These new tools include:

• Advanced statement options
• Personalized email invoices
• Preferred billing/delivery methods
• Mass statement emails
• Undelivered e-mail reporting
• Credit Hold

Let's go over each one to explain their purpose and how to set them up!

Advanced Statement Options

Our new statement options offer you a couple of new benefits:

1. The ability to personalize every statement with a custom default subject line and email body.
2. An expanded range of due date options.

You're able to customize these settings for your entire company or on a per-account basis!

Setting Company-Level Statement Options

1. Click on your "Settings" tab
2. Select "Statements"
3. Enter your default statement email subject and message under "Default Email Options"
4. Set your preferred "Default Due Date"
5. Click "Save"

Activating Per-Account Statement Options

1. Click on the "Accounts" tab
2. Select the account you'd like to customize
3. Click on "Modify Account"
4. Choose the "Statements" tab
5. From here, select the "Initial Statement Due Date"
6. Under "Email" add your customized email subject and personalized message
7. Click "Save Changes"

Personalized Email Invoices

With our new personalization option, you're now able to add a custom subject line and message for emailed invoices!

As with statement options, you're able to customize these settings for your entire company and on a per-account basis!

Adding Company Level Email Invoice Options

1. Click on the "Settings" tab
2. Choose "Dispatching" and then select "Dispatching Invoices"
3. Under "Email Options" enter your personalized invoice subject and message
4. Click "Save Options"

Personalizing Account-Specific Email Invoices

1. Click on the "Accounts" tab
2. Select the account for which you'd like to update the invoices
3. Click on "Modify Account"
4. Choose the "Invoices" tab
5. Under "Email" add the custom email text to use when sending an invoice to that account
6. Click "Save Changes"

IMPORTANT NOTE: Setting a default subject line and email body does not completely replace what Towbook generates for emailed invoices, but does allow you to add a personal touch.

Preferred Statement Billing/Delivery Methods

You can now set up the preferred billing method for each account to send either a statement or an invoice, and choose whether to print and/or email them, depending on your preferences!

Setting the Preferred Billing/Delivery Method for an Account

1. Click on the "Accounts" tab
2. Select the account for which you'd like to change the billing method.
3. "Modify Account"
4. Select the "Statements" tab
5. Under "Other Options" choose your preferred billing method as either a statement or invoice.
6. Under "Delivery Preference" select whether to print and/or email your statement or invoice.
7. "Save Changes"

Important Notes regarding Billing/Delivery Methods

1. Motor Club, Private Property, Police, and Individual account types will default to an "Invoice" billing method; all other account types default to "Statement" as their preferred billing method.
2. The "Email" delivery option will not be available if there is no email address on the account.

Mass Sending Statements

Once your preferred billing/delivery method has been selected, you are now able to mass-send statements based on delivery preference!

Preparing and Sending Mass Statements

1. Under "Accounts" → "Prepare and Send Statements", any accounts with the preferred billing method set to "Statement" will be automatically selected for you, and the chosen delivery method will also be displayed. (NOTE: You are able to change the delivery method manually on this screen should you need to)
2. Click "Create Statements"
3. Towbook will prepare and separate your statements according to the delivery preference.
4. Select "Print Statements" to prepare statements for mailing.
5. Select "Email Statements" to send statement information via email. (You will receive a notification that these were sent successfully)

Undeliverable Emails Report

Easily identify any statements or invoices that may not have been successfully delivered to customers using our new "Undeliverable Emails Report"!

This report was created to significantly decrease the amount of time it takes to get paid when an emailed statement or invoice was unknowingly blocked.

Accessing the 'Undeliverable Emails Report'

1. Click on the "Reports" tab
2. Select "Financial Reports"
3. Choose the "Undeliverable Email Report"
4. Choose your date range and click "Update" to render your report
5. Click the "Resend" button to edit the original email address or any content
6. Click "Send Email" to re-send the email to your client

IMPORTANT NOTE: The undeliverable email will not show on the report for approximately 10 minutes after sending, as it continues to retry until it is considered undeliverable.

Credit Hold

If a customer has excessive charges, you're now able to put a credit hold on their account, which will notify your team upon completion that any calls for this company must be paid via cash or with credit card.

Applying a Credit Hold

1. Click on the "Accounts" tab
2. Select "Modify Account"
3. Under "Credit Options", select the "Credit Hold" box.
4. "Save Changes"

IMPORTANT NOTE: Once this option is added, it is not able to be bypassed by anyone in the company when creating, dispatching, or completing calls; it must be removed from the account to allow a balance to continue accumulating.

Towbook Plan Option

The Advanced Billing Tools bundle is included in the Enterprise Plan and above; if you are currently in this plan ($389/month or more), these features have already been activated on your account and are ready to use!

As always, if you have any questions about these new features, please reach out to our team at any time!