Chase a customer who has not paid

What it is for

When an instalment is overdue you can prepare the reminder letter, email it and keep track of every contact (calls, messages, letters). Reminders apply only to amounts customers owe you: a payable item cannot be chased.

The reminder letter

1. Open Due dates → Receivable → Overdue and tap one of the customer’s instalments.
2. Open More and choose Reminder letter (PDF) to download it, or Email the payment reminder.
3. When emailing, check the recipients, Subject and Message, then tap Send.

The letter includes all the customer’s instalments that are overdue and unpaid, not just the one you opened, with the days overdue for each and the Total outstanding. It asks for payment within 10 days of receipt and shows the company IBAN, if it is set in the company details.

Both options appear only if the item is linked to a contact and are active only when it is overdue. The email text is customised in Settings → Print and email, field Text for reminders.

Recording a reminder made another way

1. On the item page open More → Record reminder.
2. Write an optional note: how and to whom it was sent.
3. Confirm: the reminder appears in the Reminders section with today’s date.

Every letter sent by email is also written automatically in the Reminders section of all the instalments it covers, with the note “Sent by email to …”.

Automatic reminders

1. Open Settings → Automations.
2. Turn on Send the reminder letter to customers with overdue payments.
3. In Days overdue for each reminder enter up to five thresholds, for example 7, 30: the first reminder after 7 days, the second after 30.

The job runs once a day, the first time an administrator opens the app (in the desktop app even without opening it). Reminders recorded by hand count too, and a customer never receives two reminders on the same day. The result of the last run, with any errors, is shown on the same page; Run now starts it straight away.

You need outgoing mail set up and an email address in the customer’s record: customers without an address get no reminder and the error appears in the result.

See also

• Customer and supplier payment schedule
• Automations: recurring invoices and automatic reminders
• Set up outgoing mail
• See a customer or supplier overview