Send outstanding payment reminders on WhatsApp from Tally

Short answer: First keep customer ledgers bill by bill in TallyPrime, so each overdue invoice is known. TallyPrime, from Release 4.0 with an active subscription, can share outstanding statements and reminder letters on WhatsApp from inside Tally; TallyNexa lists overdue customers by age and sends reminders by email or WhatsApp from your own mailbox or WhatsApp Business number, with a log of every follow-up.

Before you start: bill-wise details

A reminder that says "please pay ₹4,80,000" is easy to ignore. One that lists three invoices, their dates and how many days each is overdue gets paid. For that, Tally needs to know which bill each receipt settled.

1. In TallyPrime’s F11 Features, make sure bill-wise details are switched on.
2. In each customer ledger, set it to keep balances bill by bill, and give a default credit period if you have one.
3. When you enter a sales invoice, give it a bill reference. When you enter a receipt, adjust it against the bills it pays (Agst Ref).

If receipts are posted On Account, the outstanding report cannot say which bill is overdue. Clean these up first; your reminders depend on it.

Tally’s own way

TallyPrime’s outstanding reports list each customer’s pending bills with due dates and overdue days. From a customer’s outstanding statement you can produce a reminder letter. From Release 4.0, TallyPrime can share documents and reports on WhatsApp from inside Tally. This needs an active TallyPrime subscription and Tally’s WhatsApp set-up; check Tally’s site for any charges.

1. Open the outstanding receivables report and pick the customer.
2. Choose the reminder letter format for that customer.
3. Use the share or send option and choose WhatsApp or email.
4. Repeat for each customer you want to remind.

Menu names and sharing options differ between TallyPrime releases. Check Tally’s help for the release you have.

This works well for a handful of customers. For a long list, the harder part is not sending but keeping track: who promised to pay, who did not answer, and who needs a call.

The TallyNexa way

TallyNexa reads your receivables from TallyPrime through its connector and keeps them current while Tally is open.

1. Open Receivables. Customers are listed with what they owe, split by age.
2. Start with the oldest age bands and pick the customers to remind.
3. Send a reminder by email or WhatsApp listing the customer’s open bills.
4. When a customer promises a date, note the promise against them.
5. Use the call list for those who have not paid or answered.

Every reminder, promise and call is kept in a log of follow-ups, so anyone in the team can see what has already been said to a customer before they pick up the phone.

Which number or mailbox sends it

Reminders to customers go from your own connected mailbox (Business plan and above) or your own WhatsApp Business number (Group plan and above), not from a TallyNexa number. Your customer sees your business, and replies come to you.

Writing a reminder that gets paid

• Name the bills: number, date, amount and days overdue.
• Give the total and a clear way to pay, such as bank details or a payment link.
• Be polite and short. The first reminder is a nudge, not a demand.
• For large bills, send a note before the due date, not only after it.
• Space the follow-ups: a reminder, then a call, then a firmer note.
• Before reminding again, check that a receipt has not already been posted.

A weekly routine

Once a week, sort customers by their oldest overdue bill. Send reminders to customers who have newly gone overdue, call those who missed a promised date, and note what each said. Fifteen minutes a week keeps the list short and stops one large customer from drifting past 180 days unnoticed.

Share the same list with whoever handles sales. Salespeople often know why a customer is holding back a payment, such as a short supply or a rate dispute, and that is worth sorting out before the next reminder.

Keep the tone the same whoever sends it. A short template for each stage, agreed once, means customers hear one voice from your business, not three.