Write the reminder templates
Each reminder goes out by email with the text you have prepared. You write two templates: one for reminders 1 and 2, one for the formal notice.
Two templates for three reminders
In Company preferences, REMINDERS tab, reminders 1 and 2 share the same email: subject, copy, text and attachment. A change made on one applies to the other; only the timeframe and time are specific to each. The Formal notice (reminder 3) has its own email.
Write a template
Click Edit the strategy, then the stage you want in the Path.
Open Subject and copy. Enter the subject: Email subject (Reminder 1 & 2) field for reminders 1 and 2, Email subject (Reminder 3) field for the formal notice (this is indeed the email subject).
In Carbon copy (CC), add addresses to copy if needed, separated by commas.
Write the text in the editor. Insert the useful variables (see below).
Check the result in Customer preview, in Desktop or Mobile: variables are replaced there with sample values.
Click Save.
The subject is required for each template. A template left empty makes the reminders of that level fail: they appear in the SENDINGS tab under “Empty reminder template for this level”. Fill in the template, then resend them (see Track sendings and handle failures).
Available variables
Click Copy next to a variable, then paste it into the subject or the text. When sending, CAPPS replaces it with the value from the invoice being reminded.
| Variable | Replaced with |
|---|---|
[NOM_CLIENT] | the customer's name |
[NUMERO_DOCUMENT] | the invoice number |
[MONTANT] | the balance due, followed by the currency |
[DATE_CREATION] | the invoice date (dd/mm/yyyy) |
[DATE_ECHEANCE] | the due date (dd/mm/yyyy) |
[LIEN_ESPACE_CLIENT] | the link to the customer portal |
Attachments
The invoice PDF is always attached: Invoice PDF included. To add another document (your terms and conditions, for example), turn on Include document (legal text, etc.), click Add and choose a PDF file. The cross removes it.
If the switch is on but no file is chosen, it is turned off when you save.
Add the customer portal link
In the Customer portal box, turn on Add the customer portal link to every reminder (in edit mode). This setting is saved immediately. The link opens the reminded invoice directly; there is one link per customer, valid for 30 days and renewed automatically.
Place [LIEN_ESPACE_CLIENT] in the text to choose where it goes; otherwise, the link is added at the end of the message.
If the link cannot be generated for your branch, CAPPS says so under the switch, and reminders go out without a link.
Test the sending
Save first: the test uses the saved template of the selected stage.
Click Test send and confirm “Send a test email to the branch's report address?”.
The email goes to the branch's report address, with the copies entered and dummy values. CAPPS confirms the sending, or shows “Failed to send the test email.”
Restore defaults brings back the original timeframes, times, subjects and texts. Nothing is kept until you click Save.