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Administrator Guide
Last Updated: 2025-07-11
Email Collection Letters

Email Collection Letters

You can draft and send collection letters to customers by email to inform them about past-due invoices. When composing a collection letter, you can:
  • Use prebuilt notification and Message Builder templates.
  • Populate a table with details for up to 15 selected customer invoices, including the invoice amounts, dates, numbers, amounts due, due dates, and purchase orders.
  • Leverage Generative AI (GenAI) to proofread, summarize, and adjust the tone of your letter.
  • Select collection letter recipients from the prompt.
  • View and manage attachments.
  1. From the related actions menu of the customer profile, select
    Customer
    Email Collection Letter
    .
  2. Complete
    Email Collection Letter Criteria
    :
    Option Description
    Past Due Invoices
    Workday automatically selects the check box. When selected, Workday includes all unpaid customer invoices with a past payment due date.
    Current Due Invoices
    When selected, Workday includes all unpaid invoices with a future payment due date.
    Invoices to Exclude
    Workday automatically selects the check boxes. When selected, Workday doesn't search for invoices that are:
  3. Click
    OK
    .
  4. Select the invoices:
    Option Description
    Include Selected Invoice PDFs
    Select this check box so Workday includes the available invoice PDF files with a total size of up to 7 MB.
    When multiple PDFs are available, Workday selects the most recent files.
    Include Invoices in Email
    You can select up to 15 invoices for your collection letter.
    When you select invoices, ensure that they have the same
    Recipient
    .
    Workday only includes invoices in collection letter emails when you add 1 of the invoice detail data rows in the collection letter notification template. See Steps: Create Collection Letter Templates.
  5. Click
    OK
    .
  6. Complete the collection letter email:
    Option Description
    Content Templates
    Select your collection letter message and notification templates.
    View Included Invoices
    Workday automatically calculates the total invoice amount due in the company base currency.
    Manage Attachments
    You can access this option to add or delete files. Workday displays the number of attachments available for the collection letter.
    To
    You can only select 1 primary recipient.
    Cc
    You can select multiple carbon copy recipients from the collection letter contacts.
    Generate with AI
    Workday only displays this prompt when you opt in to
    Enable GenAI for Collection Letters
     on the
    Edit Tenant Setup – Financials
     task.
    Workday uses GenAI to proofread, summarize, and suggest tonality of your message template. You can generate content as many times as you need.
    Once you generate, you can select these options:
    • Insert
      : Replaces the existing message body with a GenAI suggestion.
    • View Another
      : Displays new content. You can't revert to the previous version when you select this option.
    • Discard
      : Discards the changes and returns to the editor.
    AI-generated content is experimental. Review before use. Your results may vary based on the message body. For more accurate results, revise your message and try again.
  7. Click
    Send
    .
When you email at least 1 collection letter, Workday adds a
Collection Letters
 tab to the
Invoices and Payments
 profile group on the customer profile.
You can access past collection letters on this tab when you:
  • Have the
    Collection Letters
     report configured to display on the customer profile.
  • Email at least 1 collection letter.
To populate the tab on the customer profile, access the
Configure Profile Group
task and configure the
Collection Letters
 report.
Access the
Find Collection Letters
 report for a company.  You can also create a copy of the report to customize the report fields.