Downloading dunning letters as PDF

Overview

Every dunning notice leaves Kyvento as a PDF – generated automatically, archived and delivered to the customer. This article shows how to get back to exactly that document later.

Where the sent letter lives

Kyvento archives every dunning letter it sends and offers it for download in the dunning history – both in the "Dunning Details" in the dunning area and in the "Dunning History" on the invoice detail page. Every sent entry there carries the "Dunning letter" button, which delivers exactly the PDF that went out at the time, not a re-render.

This is the evidence that counts in a dispute: it proves which letter with which content went out on which day. When it was delivered is additionally recorded in the email log (sidebar, "System" group).

What goes out with the notice

The dunning email always carries the dunning PDF as an attachment – without a successfully generated PDF, Kyvento sends no dunning notice at all. The original invoice is added as a second attachment so the customer has everything in one message; if its PDF exceptionally cannot be generated, the notice still goes out.

Besides email, dispatch by post is available. You choose the channel in the dunning settings via "Delivery method" – not in the general postal dispatch area. The same place takes an optional "BCC recipient", for example your accounting department, which then receives every notice including the PDF in its inbox.

Preview before the real thing

Before the first real dunning notice goes out, generate a sample PDF per level and check layout and wording – see Customizing dunning levels and texts.

Retention

Dunning PDFs, too, are subject to the statutory retention obligations. Kyvento stores them immutably, just like invoices, and protects them from deletion until the end of the retention period – including through a later GDPR anonymisation of the customer. Details in the article GoBD-compliant archiving.

The dunning notice itself carries no invoice number of its own: it is not an invoice within the meaning of Section 14 of the German VAT Act (UStG) and does not touch your number ranges. It references the number of the invoice being dunned.

Next steps

• Design the texts and layout of your notices – see Customizing dunning levels and texts
• Check delivery evidence – see Sending invoices by email