Dunning Reminders and Workflows

Overview

Dunning workflows automate invoice collection. Each workflow defines when a reminder should run, which invoices it applies to, and what action Vayu should take.

From the Dunning page, you can review collection performance, manage workflows, inspect previous runs, and manage the email templates used in reminder steps.

View Collection Performance

The Dunning insights panel summarizes collection performance for the last 30 days. It highlights your collection rate, the average number of days customers take to pay, and the at-risk balance.

Use these metrics to understand whether your reminder strategy is improving payment speed and reducing overdue balances.

Navigate the Page

The page includes three tabs: Workflows, Run history, and Email templates.

The Workflows tab displays the configured dunning workflows and their steps. The Run history tab is used to review previous workflow executions and investigate unsuccessful runs. The Email templates tab is used to manage the messages sent by email actions.

Understand a Workflow

Each workflow appears as a card showing its name, execution mode, current status, most recent run, and number of steps.

A workflow can run automatically on a schedule or be configured as a custom workflow. Use the toggle on the right side of the workflow card to enable or pause automatic execution.

Each workflow contains one or more steps. Each step includes a trigger, timing, conditions, an action, and the number of times it has fired during the current month.

The trigger is the event or date used as the reference point for the step, such as the invoice due date, the date an invoice becomes overdue, or an approaching quarter end.

Timing shows when the step runs relative to its trigger. For example, T-7 means seven days before the trigger, T+0 means on the trigger date, and T+15 means 15 days after the trigger.

Conditions determine which invoices qualify for the step. For example, a step may apply only to invoices with Status = Open, or only when Amount > $5,000 and tag = enterprise.

The action defines what Vayu does when the trigger, timing, and conditions match. The fires value at the end of each step shows how many times it has run during the current month.

Create a Workflow Manually

Select + New Workflow to create a workflow from scratch.

Enter a name, define how the workflow should run, and add the required steps. For each step, configure the trigger, timing, conditions, action, and email template.

Review the completed workflow before saving it. Enable the workflow only after all required fields are configured.

Create a Workflow With AI

Select Create with AI to generate a workflow from a plain-language description.

Describe who should receive reminders, when each reminder should be sent, and any special rules for overdue, high-value, or enterprise invoices.

Example

This prompt creates a workflow that sends reminders before, on, and after an invoice due date.

Create a workflow that emails customers seven days before an invoice is due, again on the due date, and 15 and 30 days afterward if the invoice remains unpaid.

Review the generated steps and email templates before saving or enabling the workflow.

Manage Workflows

Use Run Now to execute a workflow immediately, bypassing its normal schedule.

You can also duplicate an existing workflow to copy its structure for quick adjustments, use the settings control to edit configurations, and use the status toggle to enable or pause automatic execution.

Pausing a workflow preserves its configuration while preventing future automatic runs. For major changes, pause the workflow first, update the settings, review the steps, and then re-enable it.

Review Run History

Open the Run history tab to review individual rule executions and their outcomes.

Use the search field to find runs by rule or customer. The workflow, outcome, and date filters can narrow the results further.

The summary at the top shows activity for the selected period, including the number of sent, skipped, partial, and failed runs.

The results table shows the workflow and rule that ran, the affected customer or recipient count, the configured timing, when the run occurred, and its final outcome.

A run can have one of four outcomes: Sent indicates that the message was sent successfully. Skipped indicates that the rule condition was not met, or that the rule or workflow was inactive. Failed indicates that the run did not complete successfully. Partial indicates that the run succeeded for some recipients but failed for others.

To investigate a failed or partial run, select it to view logs and errors for individual recipients. To retry the run, select Retry All.

Select Export CSV to export the run history for the current selection.

A missing timing value can also appear directly in the table. For example, a failed final quarter notice run may show its timing as not set.

Manage Email Templates

Open the Email templates tab to manage reusable messages for dunning rules.

Each template card shows the template name, its category, a short description, how many rules currently use it, and when it was last updated.

Vayu includes four templates to start. Pre-due friendly reminder is sent one week before the due date. Due today notice reminds the customer that the invoice is due that day and includes a direct payment link. First overdue notice is the first follow-up after an invoice passes its due date. Final notice before escalation is the last reminder before the account is escalated for collection.

The colored category label distinguishes general reminders, overdue notices, and final notices.

Select New template to create another reusable template. Use the menu on an existing template card to access its available management actions.