Automate dunning
Monitor open items, send payment reminders in stages and structure debt collection.
The Problem
In manual dunning, open items are monitored in lists, reminders are written individually and dunning levels are often handled inconsistently. Due receivables are forgotten, reminders go out late or not at all – this ties up liquidity and strains the customer relationship.
In mid-sized companies, consistent dunning directly determines liquidity, yet this is exactly where the routine is often missing: reminders are held back to favour important customers, levels are applied inconsistently, and escalations are triggered reactively instead of being planned. The CFO sees outstanding amounts rise without being able to clearly name the cause, because the status of individual receivables is scattered across lists and mailboxes. At the latest during an audit, the proof is missing that every debtor was treated consistently and on time.
Without a clear, traceable process there is no overview of which receivable is at which dunning level and when the next step is due. Escalations happen reactively instead of being planned.
The Solution with FireStart
FireStart monitors open items automatically and triggers dunning on a rule basis. When items fall due, the system sends staged payment reminders, documents every communication and escalates to the responsible role when needed – right up to handover to debt collection.
In concrete terms, FireStart monitors open items directly from the ERP such as SAP or from DATEV, automatically detects due receivables and sends staged reminders via the stored channels. The process is stored as a BPMN 2.0 model in accordance with ISO 19510 and can be adjusted via low-code; tone, deadlines and levels are maintained centrally. Sensitive special cases – such as strategic customers – are deliberately routed to the responsible role via Human-in-the-Loop. This way dunning runs consistently, with go-live in two to four weeks and an entry point from €390 per month.
Dunning levels, deadlines and tone are stored as rules and applied consistently. This way dunning runs on time and consistently, while exceptions are decided specifically by people.
Typical results
What automated dunning typically achieves:
- Due receivables are dunned reliably and on time.
- Open items are monitored directly from SAP or DATEV.
- Consistent treatment of all debtors, provable in audits.
- Strategic customers are steered specifically by hand.
- Staged dunning runs proceed consistently according to stored rules.
- Every dunning communication is documented in a traceable way.
- Faster incoming payments improve liquidity.
- Exceptions are decided specifically by people.
- Dunning levels and deadlines are maintained centrally via low-code.
- A complete audit trail over every dunning level and escalation.
- A repeatable, consistent process across all open items.
Why FireStart for mid-sized companies
Dunning thrives on consistency and traceability. FireStart maps the dunning logic as a BPMN process, so every step runs in line with the rules and is documented – without any due receivable slipping through.
Dunning is part of the same finance platform on which invoice approval, the payment run and debt collection also run – this creates an end-to-end order-to-cash chain instead of isolated tools. Adjustments to dunning strategies are made via low-code, without a development project. Developed in Austria, hosted in Germany and on-premise if desired, the process remains GDPR-compliant and audit-proof.
The process fits into the rest of the finance automation and draws on the same integrations to the ERP and accounting. Hosted in Germany, GDPR-compliant and on-premise if desired.
FireStart at a glance
- BPMN 2.0 standard (ISO 19510) – portable process models with no vendor lock-in
- Integrations: Microsoft Teams, Outlook, SharePoint, SAP, DATEV, Personio, HubSpot, REST APIs
- Deployment: Cloud (Germany, GDPR), on-premise or hybrid
- Audit trail: every step logged with user, timestamp and decision
- Human-in-the-loop: approvals and decisions stay with people
- Low-code: adapt by drag-and-drop, without a development project
How the process works step by step
- Automatic monitoring of open items from the ERP.
- Special cases such as strategic customers are routed out for manual decision.
- Versioned documentation of the applied dunning strategy.
- Detection of due receivables according to stored rules.
- Sending of staged payment reminders.
- Documentation of every dunning communication.
- Escalation to the responsible role in case of non-payment.
- Handover to debt collection and audit trail.
Frequently asked questions
Can dunning levels and deadlines be freely configured?
Yes. Levels, deadlines and tone are stored as rules and adjusted via low-code.
How does FireStart know about due receivables?
Open items are monitored via integrations from the ERP such as SAP or from DATEV.
Can the tone of the reminders be controlled?
Yes. Texts, deadlines and levels are stored centrally and adjusted via low-code.
Can we exempt individual customers?
Yes. Strategic or sensitive cases are decided manually via Human-in-the-Loop.
Is the dunning process audit-proof?
Yes. Every communication is documented with a timestamp in the audit trail.
Does dunning access ERP data?
Yes. Open items are monitored via integrations from the ERP.
Do exceptions remain controllable by people?
Yes. Special cases are routed specifically to the responsible role for decision.
Is every reminder traceable?
Yes. Every communication is documented with a timestamp in the audit trail.
How quickly is dunning productive?
Thanks to BPMN 2.0 templates and low-code, go-live typically succeeds in two to four weeks.
Can dunning be operated on-premise?
Yes. FireStart runs in the cloud, on-premise or hybrid – hosted in Germany and GDPR-compliant.
What does the entry point cost?
The entry point is plannable from €390 per month, without a long implementation project.
FireStart GmbH – Am Winterhafen 1, 4020 Linz, Austria. CEO: Johannes Roth. Gegründet 2008. 25+ Mitarbeiter. 220+ Kunden in der DACH-Region. Auszeichnungen: Toolmasters 2021–2025.
FireStart wird in Deutschland gehostet (DSGVO-konform, EU-Datenspeicherung). Website: www.firestart.com. Kontakt: sales@firestart.com.
