Introduction
The screen headed Payment reminders lists the sent invoices that are past their due date, still unpaid, and due for their next reminder. You tick the ones to chase and click Send selected reminders. Each customer gets an e-mail with the reminder text of the right level and the invoice PDF attached. There are three levels: a first reminder, a second one and a final one.
Across the top sit three buttons: Reminder settings, Reminder texts and Create standard reminder texts. Below them are two tabs: To send, the invoices due for a reminder today, and Sent, every reminder that has gone out.
You would be here because:
- it is your weekly round of chasing unpaid invoices
- a customer says they never got a reminder, and you want to see what was sent and when
- your company is starting with reminders and needs the texts and the days set up
- an invoice shows Overdue and you want to send the customer a reminder now
These reminders are for invoices. The e-mails the app sends around a booking itself, such as a reminder before pick-up, are on Send customers reminders before and after a rental.
Use this page to chase invoices that are past their due date.
How to use
Configuration
A company administrator sets this up once. Without reminder texts, nothing can be sent.
- Open the screen. From the main menu open Financials and click the Payment reminders tile.
- Create the texts. Click Create standard reminder texts. The app makes a text for each level that does not have one yet, in English, plus a Dutch one when your app has Dutch. A message says how many it made; texts you already had are left alone.
- Check the texts. Click Reminder texts. The screen headed Invoice Communicator lists them with Automation type Payment reminder 1, Payment reminder 2 and Final payment reminder. Open one to change its subject or text; see Set up the emails the app sends by itself.
- Check the days. Click Reminder settings and fill in the pop-up:
| Setting | Starts at | What it does | What it accepts |
|---|---|---|---|
| First reminder (days after due date) | 14 | When the first reminder is due | Whole numbers, at least 1 |
| Second reminder (days after due date) | 28 | When the second is due | Whole numbers, more than the first |
| Final reminder (days after due date) | 42 | When the final one is due | Whole numbers, more than the second |
| One e-mail per customer (bundle its invoices of the same reminder level) | Off | On: one e-mail per customer and level, listing all its selected invoices. Off: one e-mail per invoice | Tick or untick |
- Click Save. Discard changes leaves the settings as they were. New days apply to the list straight away, also for invoices that are already overdue.
Before you start: Payment reminders is for company administrators. A reminder goes to the customer's invoice e-mail address, or their normal e-mail address when that is empty.
Using the payment reminders
- From the main menu open Financials and click the Payment reminders tile. The To send tab is open, oldest due date first.
- Check each row. The columns are Invoice no., Customer, Due on, Days overdue, Open amount, Deposit held, Open after deposit, Last reminder, Next reminder, E-mail address and Reminder text. Next reminder shows the level that will go out.
- Look for problems first. A row that reads No e-mail address or No reminder text will not be sent. A row that reads Covered by deposit under Open after deposit is paid for by a deposit you still hold on a returned booking.
- Tick the invoices to send. Send selected reminders appears above the list once you tick one.
- Click Send selected reminders. If none of the ticked invoices is covered by a deposit, the reminders go out at once. Otherwise the pop-up Covered by deposit asks first:
| Button | Use it when | What happens |
|---|---|---|
| Send only the others | You will settle the deposit instead | Only the invoices not covered by a deposit get a reminder |
| Send anyway | The customer should still get a reminder | All ticked invoices get one |
| Cancel | You want to look again | Nothing is sent |
- Read the message. It says Reminders sent for n invoice(s) in m e-mail(s), and how many were not sent and why. The list reloads; the sent invoices leave To send until their next level is due.
- To check what went out, click the Sent tab: Invoice no., Customer, Reminder level (1, 2 or 3), Sent on, Sent to and Sent by.
Key details
When an invoice appears on To send. All of these must be true:
| Condition | What to check |
|---|---|
| The invoice has been sent and is a debit invoice | Drafts and credit notes never appear |
| More than 5 cents is still open | Open amount |
| The due date has passed | Due on |
| The next level's days are reached | Days overdue against Reminder settings |
| For level 2 and 3: enough days since the last reminder | Last reminder |
| Fewer than three reminders sent | After the final reminder the invoice no longer appears |
The gap needed since the last reminder is the difference between two levels: 14 days with the standard settings.
A worked example with the standard 14 / 28 / 42 days. Invoice 2026-0412, due on 1 October:
| Date | Days overdue | On To send? |
|---|---|---|
| 14 October | 13 | No, the first reminder is due at 14 |
| 15 October | 14 | Yes, Payment reminder 1. You send it on 20 October (19 days overdue) |
| 29 October | 28 | No: 28 days overdue, but only 9 days since the first reminder |
| 3 November | 33 | Yes, Payment reminder 2: 14 days since the first one |
| After the second | Final payment reminder once 42 days overdue and 14 days after the second |
What the e-mail contains. The text of the level, the invoice PDF attached, and in the standard texts a list of the invoices with a payment link. With bundling on, one e-mail per customer and level lists all its ticked invoices.
Deposit held is deposit still held on returned bookings of the invoice. When it is at least the open amount, the invoice is Covered by deposit: settle it with Settle deposit on the customer's open-invoice list instead (Check what a customer owes and take a payment).
| Open amount | Deposit held | Open after deposit | Asked before sending? |
|---|---|---|---|
| €300.00 | €0.00 | €300.00 | No |
| €300.00 | €250.00 | €50.00 | No: the deposit covers only part of it |
| €300.00 | €300.00 | Covered by deposit | Yes, in the Covered by deposit pop-up |
| €300.00 | €500.00 | Covered by deposit | Yes |
The reminder itself always asks for the full open amount; the deposit columns only help you decide whether to send it.
Nothing is sent by itself. Reminders go out only when you click Send selected reminders.
What to do next: send the rows that are ready first; then fix the rows with No e-mail address on the customer record (Create a customer record) and send again.
Q&A
Why is an overdue invoice missing from To send? Its next level is not due yet, the gap since the last reminder is too short, it already had three reminders, or 5 cents or less is open. Check Days overdue against Reminder settings, and the Sent tab for the last reminder.
Why was a reminder not sent although I ticked it? The row had No e-mail address or No reminder text, or the e-mail failed. The message counts these under "Not sent". Add the customer's e-mail address, or click Create standard reminder texts, and send again.
Why does Save on Reminder settings not close the pop-up? A number is out of order. The first reminder must be at least 1 day, and each later one must be more days than the one before.
Why did a customer get one e-mail for several invoices? One e-mail per customer (bundle its invoices of the same reminder level) is ticked in Reminder settings. Untick it for one e-mail per invoice.
Can I send a reminder before the first level is due? Not from this screen. Send the invoice again instead: Send an invoice to a customer.
Why are there no Dutch texts after Create standard reminder texts? The app makes Dutch texts only when Dutch is one of its languages. Add a text in another language yourself on Reminder texts.
Related pages:
- See which invoices are paid and open, for the Overdue flag on the invoice list.
- Collect invoices by direct debit, for customers who pay by direct debit.