# Dunning Software for German Law Firms — Optimaite Law

Source: [https://www.optimaite.eu/en/law/mahnwesen](https://www.optimaite.eu/en/law/mahnwesen)

> Open receivables, that report themselves.

Optimaite Law connects invoices, incoming payments, reminder stages, default interest and client communication. AI detects overdue items, drafts the right reminders and suggests escalation or instalments — without your team maintaining receivables in Excel.

**What the AI does:** AI prioritises receivables, calculates default interest and drafts reminders matched to client, tone and escalation stage.

## Problems today

### Dunning becomes a side job

Open receivables are usually checked weekly from accounting or bank data. Reminders go out late or inconsistently.

### Tone and escalation drift

A long-standing client needs a different reminder than a new debtor. Standard templates rarely reflect that.

### Handoff to enforcement is brittle

When reminders fail, claim status, correspondence and payments have to be assembled again.

## From receivable to decision

Dunning as a continuous firm process, not a monthly chore.

### 01 — AI step

**AI:** AI reconciles invoices, bank payments and credits and flags open or partly paid items.

**You:** Accounting or secretariat confirms ambiguous matches.

*Invoice 2026-1047 · 18 days overdue*

### 02 — AI step

**AI:** AI assigns reminder stage, default interest and recommended tone based on client type and history.

**You:** You adjust stage or tone when relationship or strategy requires it.

### 03 — AI step

**AI:** AI drafts payment reminder, dunning letter, instalment proposal or final deadline with payment link.

**You:** Release stays with the team; sensitive clients can be set to manual.

### 04 — AI step

**AI:** AI monitors response, payment or expiry and suggests the next escalation.

**You:** You decide on grace, instalments, stop or handoff to enforcement.

> **Lawyer in control:** Client communication and escalation are never sent without defined approval rules. Every reminder stage is traceable and can be paused per client.

## Features

- **Receivables cockpit** — All overdue invoices with age, amount, client, risk and recommended action.
- **Reminder-stage rules** — Stages, deadlines, texts, fees and escalations are configurable per firm or client type.
- **Default-interest calculation** — Interest by cut-off date and claim type is calculated automatically and inserted into letters.
- **Instalment plans** — Instalment agreements are monitored; missed payments trigger follow-ups or escalation.
- **Enforcement handoff** — If dunning fails, the claims account is handed to enforcement without re-entry.

## Optimaite dunning vs. manual receivables list

| Feature | Optimaite Law | Excel / DATEV Export |
|---|---|---|
| Prioritisation | By age, amount and risk | Sorted by date |
| Reminder texts | Client-specific | One standard letter |
| Interest calculation | Automatic | Manual or omitted |
| Enforcement handoff | With claims account | Reassemble manually |

## FAQs

### Can I exclude certain clients from automated dunning?

Yes. VIP clients, ongoing settlement talks or disputed invoices can be set to manual, paused or partner approval.

### Are reminders sent directly?

Only if you configure the rules that way. Many firms start with drafts and later enable automatic first reminders.

## Related modules
- [Enforcement](https://www.optimaite.eu/en/law/zwangsvollstreckung)
- [Billing & Accounting](https://www.optimaite.eu/en/law/rvg-abrechnung)
- [Client Portal](https://www.optimaite.eu/en/law/mandantenportal)