Create or Edit a Customer Letter
This topic explains how to create and save a reusable template for a letter you can mail to your customers.
Before You Begin
You must have the Commercial Billing module of Trash Flow to print letters.
Context
Trash Flow provides several ways to communicate with your customers aside from sending a bill. All versions of Trash Flow allow you to send postcards with a brief message. If you use our Trash Billing service there's the option to send messages via email to one customer or a group. Letters allow for a longer message and more privacy when mailing customers. These letters often fall in one of a few categories like dunning letters to collect debts, notifications of route changes, holiday schedules, and announcements of rate changes. Because of this it can make sense to write and save a few form letters to be used as needed.
Steps to Follow
- Click .
- A text window opens; type the letter here.
- If desired use the menu at the top to fill in customer information (full name, billing address, balance, etc.) directly from the account.
- Click File > Save as, choose a location to save the file, and click .
Sample Letter
When You're Done
The file is now saved and you can reuse that template as often as needed. Items that Trash Flow automatically inserts appear surrounded by two sets of angle brackets, like so:
<<Customer Billing Address>>
Trash Flow inserts the item wherever the cursor is within the document; if you need to move the item you’ve inserted, you can cut and paste inserted items. When you print the letter, Trash Flow will automatically fill in the correct information.
The information that can be automatically inserted includes:
- the customer’s full name or first name / last name;
- your business name and address;
- the customer’s billing address, physical address, phone number, and Web ID number;
- the current date;
- and the customer’s current balance, account number, and billing group.
See Also