Set reminder timeframes and times
CAPPS sends reminders for each unpaid invoice in three stages, from a polite reminder to a formal notice. For your branch, you choose how many days after the due date each reminder goes out, and at what time.
Access
Open Company preferences, then the REMINDERS tab. The tab appears if the automatic reminders module is active for your account and if you have the Company / branch configuration and Reminder settings permissions. If no tab is allowed, CAPPS shows “You do not have access to any tab of these settings.”
The Collection path page presents the three stages:
| Stage | Tone | Default timeframe |
|---|---|---|
| Reminder 1 | Polite reminder | 10 days |
| Reminder 2 | Firm reminder | 30 days |
| Formal notice | Reminder 3 · final warning | 45 days |
The timeframe is counted in days after the invoice's due date (D+10, D+30…). The default time is 08:30 for all three stages.
Set the timeframe and time of a stage
Click Edit the strategy. The page always opens in read-only mode.
In the Path, click the stage to set: Reminder 1, Reminder 2 or Formal notice.
In Sending settings, adjust the Term with the minus and plus buttons.
Enter the sending Time.
Repeat for the other stages, then click Save. CAPPS confirms: “Reminder settings saved!”
To discard your changes, click Cancel: the saved values are reloaded.
The timeframe ranges from 1 to 30 days for reminder 1, from 1 to 45 days for reminder 2 and from 1 to 60 days for the formal notice. The time is required: without it, CAPPS shows “This field is required” and refuses to save (“Please check required fields.”).
The path shows the gap in days between two stages. Keep increasing timeframes: if a stage is not later than the previous one, its gap is flagged as an alert.
What time reminders go out
The time you enter is in the branch's time zone, set in Timezone (Reminders). See Configure your company and branch.
Read the strategy summary
At the top of the page, CAPPS summarizes your settings: number of stages, total duration (the longest timeframe), first reminder (D+ timeframe of reminder 1). The Firmness indicator rates the strategy out of 5 according to the timeframe before the formal notice:
- Intensive: 5/5 up to 20 days, 4/5 up to 30 days;
- Standard: 3/5 up to 45 days;
- Gentle: 2/5 up to 60 days, 1/5 beyond.
The Reminders active or Reminders paused status shows whether the module is sending. The Suspend and Restart the system buttons work like the module pause described in Track automatic payment reminders.
The branch timeframes are used to calculate the dates offered when you schedule reminders for an invoice. To write the text of each stage, see Write the reminder templates.