Reminders are automatically generated every day at the time set in the reminder_send_hour key. Only those reminders are generated that meet the conditions set in individual templates. If you create a new reminder template, it will be used only for those invoices that become overdue during the existence of the template. Automatic reminders will not be generated for those invoices whose payment period exceeds the one set in a given template.
If you create a five-days-past-due reminder template, every day at the set time, the system will check all overdue invoices and then generate reminders for those that are exactly five days past due. If there are any invoices whose payment period has been exceeded, for example, by 10 days, reminders will not be generated because at the time when these invoices were 5 days past due, the template did not exist. However, you can create a new reminder template with a payment period of 15 days that will process given invoices.
If you do not want to bother a particular client with reminders (for example, VIP client), check the Do not send reminders automatically box in the Client card.
Manual generation of reminders
Sending of individual reminders
How to proceed when you want to send automatic reminders
- Automatic reminders are generated once a day at the set time.
- The system searches the list of templates for those that have either the Send automatically by e-mail or the Send SMS automatically option activated.
- Then it searches the list of invoices for those that are past due the number of days stipulated in the templates.
- If it finds such an invoice, it checks whether it is allowed to send this particular client automatic reminders and whether the client owes more the minimum amount for sending reminders set in the request_for_pay_min_amount key in Invoicing Settings General.
- Furthermore, the client has to have their email address in the system and their classification (invoice group, status, group) has to meet the conditions in the reminder template.
- If all conditions are fulfilled, a reminder is sent off and added to Client card / History / E-mails / Automatic reminders. All reminders are saved to Invoicing Reminders History.
Relevant system settings
| reminder_send_hour | The time when automatically generated reminders are to be sent |
| request_for_pay_min_amount | The minimum amount owed for which a reminder is automatically generated If the amount owed is lower, a reminder is not generated and sent off. |
| reminder_mail_copy | The email address to which copies of automatically generated reminders are sent If you enter an email address here, copies of all automatic reminders will be sent to this email address. |
| reminder_additional_item_desc | The description of a pending item that will be added if reminders sent are subject to a charge. |