Automate reminder Letter generation - Admin studio

Problem:

Currently there are two forms of debt chasing. No Funds (deposit not taken) and Overdue or coming due funds (when balance due date is approaching and after that date has passed) For both of these we chase the TC by email, this involves pulling a report from admin studio into excel, manipulating into a useable list and then start to email to advise overdue. These emails are sent manually and there can be up to 500 per week to chase.

Requirements:

• Daily log into AS and pull report for balance due's

• Check if send email field is yes (to be built be devs)

• Send emails/letters from the AS report to customers via Freshdesk at 2 weeks, 1 week, 2 days and on balance due date. (4 Letters will be different)

• Send emails to TC AND customer at 2, 5 8, 11 and 14 days after balance was due

• Save report in onedrive for exceptions and 15 day + overdue balances

Benefits:

Debt management:

· Time saved by AR team not sending emails = 10hrs per week

· Time consumed by management of bookings

o Current = 40hrs per week based on 300 bookings at 8 mins a booking

o Proposed = 15hrs per week based on 110 bookings at 8 mins a booking

o Stretched following a clean-up + change in process = 10hrs based on 40 bookings (number of bookings that have just only just gone over 2 weeks overdue) at 15 mins a booking (moving to a phone call to the TC)

No funds/lates:

· Time consumed by management of bookings

o Current 42hrs per week based on 25 bookings at 20 mins a booking, 5 days a week

o Proposed 8hrs per week based on 10 bookings at 10 mins a booking, 5 days a week

Metrics:

Total time save for both combined processes - 69 hrs. 1.84FTE £44,160.00 based on 80% completion rate.