Overdue invoice reminders

Automatic reminders for unpaid invoices are available in the Pro plan. Setting up reminders helps you keep your receivables under control and encourages customers to pay on time. By automating your notifications, reminders are sent to your clients based on the specific rules you define.

Set up invoice reminders in just a few easy steps:

  1. Set up reminder rules
    1. Define when you want to send reminders—on the payment due date, before it, or after it.
    2. If you choose to send reminders before or after the due date, enter the desired number of days.
    3. Enable ‘Create automatically’ so the system starts generating reminders based on the rule.
    4. Enable ‘Send automatically’ if you want the reminders to be sent to clients automatically.
  2. Add an email template
    1. Go to Settings – Emails and assign an email template for reminders. You can find a detailed guide here.
    2. If you have multiple reminder rules, you can assign a different email template to each.
  3. Activate bank integrations
    1. To keep payment information up to date, we recommend activating bank integrations on the Settings – Connected services page.

Managing reminder rules

You can create an unlimited number of reminder rules. No rules are saved by default, each company must configure its own.

  • Example rule: A sample rule is shown on the Reminders page:

Is compiled 5 days after payment due date; Create automatically: No; Send automatically: No.

You can modify and save this rule to get started.

Reminder options

When configuring your rules, you can choose exactly when a reminder is generated:

  • Before payment due date. Specify the number of days before the due date.
  • After payment due date. Specify the number of days past the due date.
  • On payment due date. The reminder is created exactly on the due date.

Automation options:

  • Create automatically: If enabled, reminders are created automatically based on the rule. If disabled, reminders are not created. Reminders can only be created automatically, not manually.

  • Send automatically: This can only be enabled if ‘Create automatically’ is active. If enabled, reminders are sent automatically. If disabled, you can still send them manually from the Reminders page by selecting the relevant rows and clicking Send.

Creating and sending reminders

Reminders are generated every morning based on the configured rules. For a reminder to be created, the following conditions must be met:

  • The outstanding amount is greater than 0.
  • The invoice is not a credit invoice.
  • The invoice due date matches exactly the number of days specified in the reminder rule.
  • No reminder has yet been created for this invoice under the same rule.

Important logic:

  • Reactivating rules: If ‘Create automatically’ is deactivated and later reactivated, reminders will only be created from the reactivation date onward. No reminders will be generated for earlier periods.
  • Rule pairs: A separate reminder is created for each unique combination of a sales invoice and a reminder rule.
  • Visibility: Created reminders are visible on the Sales&Purchases – Reminders page.
  • Notifications: Users are notified about the creation of reminders on the home page under the Notifications (bell icon).

The reminders list

The list at Purchases/Sales – Reminders displays all generated reminders for unpaid invoices.

  • Data Synchronization: Reminder data is saved at the moment of creation. If the invoice is modified later, an orange exclamation mark appears to notify you of the discrepancy.
  • Interaction: Clicking a row that hasn’t been sent yet will prompt an option to send the reminder immediately. If already sent, the row shows the history of the last email.

Send reminders automatically

If ‘Send automatically’ is enabled in the reminder rule, reminders are sent to customers automatically. A PDF of the sales invoice (using the document template selected on the invoice) is attached to the email.

Email template selection for automatic sending

  • Template type: Reminders can only be sent using email templates of the ‘Reminder’ type.
  • Error handling: If no suitable email template is found, the sending fails, and a notification is displayed on the home page.

Rule-based preference:

  • If an email template is linked to a specific reminder rule (only possible if multiple rules exist), that template is prioritized.
  • If no template linked to that specific rule is found, the system uses the first available suitable template.
  • Crucial note: If an email template is linked to one specific rule, it cannot be used when sending reminders based on any other rule.

Choose and restrict:

  • Document template: You can link reminder email templates to specific sales invoice document templates.
  • The system prefers an email template that matches the invoice’s document template (e.g., if the invoice uses an ‘English’ template, the system looks for a reminder template linked to the English’ layout).
  • If multiple templates with identical settings are found, one is selected at random.
  • If ‘Allowed only for this template’ is checked, that email template will never be used for invoices with different layouts.
  • User & User Group: These settings are ignored when reminders are sent automatically.

Recipient email selection:

To find the recipient’s address, the system checks previous sales invoices sent to the customer. It uses an address that:

  1. Has been used to send a sales invoice AND
  2. Is saved on the client card.
  3. If no such address is found, the first email address on the client card is used.
  4. If the client card contains no email addresses, the sending fails.

Reply-to address:

  • If Settings – Emails is set to ‘Company address’, reminders are sent from the company address.

  • If set to ‘User email’, the Reply-to address for automatic reminders is set to the user who last updated the reminder rule.

Send reminders manually

To send reminders manually:

  1. Go to the Reminders page and select the rows you wish to send.
  2. Click Send.

  3. On the next page, review the recipient addresses, subject, and content before confirming. Manual sending requires the user permission: ‘Sales&Purchases’ – Send PDF by email.”

Tracking & notifications

  • On the sales invoice: Sent reminders are logged in the ‘Sent’ section of the specific sales invoice.
  • Latest activity: The Sales invoices list will display the reminder as the “last sent” event if it is the most recent activity.

  • System notifications: The bell icon on the home page notifies you of successful runs or errors, such as:

  • Missing client email address.
  • No active email template found.
  • Invalid email format or general sending errors.

E-mail template

Reminder email templates support the following parameters:

  • #CURRENT_DATE – The current date.
  • #CLIENT_BALANCE – The customer’s total current balance.
  • LinkPay: You can include LinkPay payment links to make it easier for customers to pay immediately.
SmartAccountsReminders