Overview

Kyvento works with four fixed dunning levels whose behavior you configure completely: deadlines, fees, automatic actions and the texts of the dunning letters. This article shows where to find the levels and what can be set per level.

The four levels

Under Settings → "Dunning" you will find the "Dunning levels" section. The staggering is preconfigured based on proven practice:

1. "Payment reminder" – a friendly reminder
2. "1st dunning notice" – with automatic payment retry
3. "2nd dunning notice" – a final warning; suspends the associated subscription
4. "Final dunning notice" – debt-collection announcement; marks the receivable as uncollectible

The number and order of the levels are fixed – all parameters within the levels can be adjusted. There is no fifth level; after the final dunning notice, the automatic escalation ends. Dunning fees are disabled by default on all levels (0 €) – whether you charge any is your own decision per level (see "Charging dunning fees").

Options per level

Each level can be expanded and edited. In addition to deadlines and fee, three switches control the automation:

• "Retry payment": Before sending the dunning notice, Kyvento tries to automatically collect the open amount via the stored payment method. If the collection succeeds, no dunning notice is sent and no fee becomes due – the customer notices nothing of the dunning run.
• "Suspend subscription": The subscription linked to the invoice is suspended – the customer loses access to the service until payment is made.
• "Mark as uncollectible": The receivable is flagged as uncollectible and appears accordingly in the dunning dashboard.

Texts and templates

There are two levels for the contents of the dunning letters:

• Subject and dunning text per level: editable directly in the level, in both German and English – the customer receives the version in their language.
• "Dunning and reminder templates": Kyvento ships system templates for dunning notices and reminders (DE/EN). Via "+ New dunning template" you create your own templates – for example with your own layout – which then take precedence over the level texts.

The texts support placeholders that are filled automatically on sending – among them {invoice_number}, {amount_due}, {due_date}, {dunning_fee}, {payment_terms_days}, {days_overdue} and {portal_payment_url} (the direct link to online payment).

Via "Preview" you generate a sample PDF for each level and check the layout and wording before the first real dunning notice is sent.

Recommendations

• Keep the friendly tone of the payment reminder – most payment failures are oversights, not intent.
• In levels 3 and 4, only announce what you will actually follow through on (such as handing the case to debt collection) – see "Debt collection and external providers".

Next steps

• Waiting times between the levels – see "Setting dunning deadlines"
• Fee mechanics in detail – see "Charging dunning fees"