Track automatic payment reminders
Automatic reminders send payment reminders to your customers for their overdue invoices, on a three-level schedule. The Auto Reminders page lets you schedule, track and suspend them.
Access
The Auto Reminders page requires the Automatic reminders permission, granted by default to the owner and administrators. It has five tabs: BOARD, CALENDAR / SCHEDULE, REMINDER LIST, PAUSED REMINDERS and SENDINGS.
See what needs your attention
The BOARD tab shows the amount To collect · branch, the Next sending and the items to handle:
- reminders that could not be sent (address or channel to fix): Fix button;
- customers with no response after the final notice (a phone call is needed): View invoices button;
- paused invoices: Review button.
Schedule reminders for overdue invoices
Open the REMINDER LIST tab. The Overdue invoices are split into three groups: To schedule · no profile (no reminder is set up for them), Under reminder and End of cycle.
Click To schedule · no profile. The invoices are grouped by customer.
Select the invoices to send reminders for, or Select all.
In Schedule selection, leave the Sending channel on E-mail: reminders are sent by email only.
Check the Schedule (branch timeframes): N1 (level 1) at the due date plus the first timeframe, N2 if the invoice is still unpaid, N3 as the final notice. A date already past is moved to tomorrow.
Click Create followed by the number of schedules. They appear at once in the calendar.
A customer without an email address cannot be reminded. CAPPS says so in Schedule selection: complete the customer record before scheduling. Otherwise, their reminders fail and appear in the SENDINGS tab with “No email address on the customer record”.
An invoice in End of cycle has received its final notice and is still unpaid: the next step requires action from you, for example a phone call. From each row, the Collections and Invoice buttons open the details.
Pause a customer or an invoice
Open the PAUSED REMINDERS tab and click Pause….
Under What, search for a customer (whole customer) or an invoice number.
Choose a Reason and add a Note if needed.
Under Until, choose 7 days, 15 days, 30 days, Date… or No end.
If needed, select Resume earlier if a payment arrives and Notify me the day before resuming. Read the In plain words summary, then click Pause until followed by the date (or Pause for a pause with no end).
You can also click Pause or Resume directly on a row of the reminder list.
A pause with a resume date lasts one year at most, and that date must be tomorrow at the earliest. For an indefinite period, choose No end.
Suspend the whole module
The Pause button of the module suspends all reminders: no eligible invoice is analyzed and no reminder email is sent while the module stays paused. Click Resume reminders to restart the module.
In a customer's history, the Remind button shows their overdue invoices. The Reminders tab there traces the reminders sent, for example with “Email opened” or “Invoice viewed on …”. See View a customer's history and statement.