Downloading dunning letters as PDF

Overview

Every dunning notice leaves Kyvento as a full-fledged PDF document – generated automatically, archived in an audit-proof manner and delivered to the customer. This article shows how to obtain the dunning PDFs and what they contain.

The dunning PDF and its dispatch

When a dunning level is sent, Kyvento generates the dunning letter as a PDF and attaches it to the dunning email – together with the original invoice as a second attachment, so the customer has everything needed in one message. The dunning PDF is a mandatory component here: without a successfully generated PDF, Kyvento does not send a dunning notice.

In addition to email, dispatch by post is also provided as a delivery channel – you set the "Delivery method" directly in the dunning settings (not in the general postal dispatch area).

Your copy: the BCC recipient

Enter a "BCC recipient" in the dunning settings (for example your accounting address): every dunning notice sent then automatically also lands in this mailbox – including the dunning PDF. This is the recommended way to keep dunning letters that have been sent within reach, because the interface currently does not offer a subsequent individual download of dunning PDFs that have been sent. What was sent when you can see at any time in the dunning history of the respective dunning details and in the email log.

Preview before it counts

For each dunning level, the "Preview" action (Settings → "Dunning" → level) generates a sample PDF. This lets you check the layout, letterhead and wording before the first real dunning notice leaves the house – particularly recommended after changes to texts or templates.

What the dunning PDF contains

• Your letterhead and the customer's address – customizable via the dunning and reminder templates.
• The subject and dunning text of the level, with filled placeholders (invoice number, open amount, due date, fee, payment deadline).
• The reference to the number of the dunned invoice – the dunning notice itself deliberately carries no invoice number of its own, because it is not an invoice within the meaning of Section 14 of the German VAT Act (UStG) and does not affect your number ranges.

Audit-proof retention

Like invoices, dunning PDFs are subject to the 10-year retention: Kyvento archives every dunning letter sent in an immutable manner and protects it from deletion until the end of the retention period – even in the event of a later GDPR anonymization of the customer. Details in the article "GoBD-compliant archiving".

Next steps

• Design the texts and layout of the dunning notices – see "Customizing dunning levels and texts"
• Check dispatch records – see "Sending invoices by email"