Send reminders and exhortations

This action is possible in the elements:

  • Sent
  • Reminders
  • Exhortations
  • Paid
  • Unpaid
  • Outstanding
  • Overdue

NB! You only need to send reminders and exhortations for invoices with a transfer request. For failed direct debit collection you don’t need to send these, because when processing the invoices, the system will automatically generate new outstanding items for the failed direct debits. You can use these outstanding items to collect the due amount again.

Sometimes, relations don’t pay their invoices within the set payment term. It is possible to send reminders and exhortations to relations. This means that the relation receives an e-mail with the request to transfer the due amount and the invoice attached.

You can send reminders for individual invoices and for multiple invoices simultaneously. Exhortations can only be send individually.

Send individual reminders and exhortations

For invoices in the above mentioned elements (except ‘Exhortations’), you can send individual reminders.
For invoices in the elements ‘Reminders’, ‘Exhortations’, ‘Outstanding’ and ‘Overdue’, you can send individual exhortations.

Go to the element with the invoice. In the column ‘Options’, you can find the icon . Click the icon to send a reminder. Click on  to send an exhortation. You will see a new screen.

If you want to send the reminder or exhortation by e-mail, select the option ‘Send by e-mail’. If you want to send the reminder or exhortation by regular post, you can immediately click on ‘save’. The invoice will then be moved to the element ‘Reminders’ or ‘Exhortations’, but you will have to download and send the invoice yourself.

E-mail

If you chose to send the invoice by e-mail, you will see the element ‘E-mail’. Here you can enter the information for the e-mail that will be sent with the invoice attached. In most cases, the fields are already filled out. The information in the fields is from the properties of the sent invoice and from the invoice template that was used for the sent invoice. You can still edit this information. The changes you make here are specific for this e-mail and have no effect on the invoice template itself.

  • Invoice template – Here you can choose from the existing invoice templates. The text and the subject of the e-mail might change if you choose another template, because templates contain a standard e-mail text for reminders and exhortations, as well as the language of the e-mail, a prefix for the subject and a salutation.
  • Addresses (; separated) – This field contains the relation’s e-mail address from the relation profile. You can edit the address or add more addresses. Separate multiple addresses with a ‘;’.
  • Subject – The subject of the e-mail. This is a combination of a prefix, determined in the invoice template, and the subject of the invoice.
  • Text – This is the content of the e-mail. It consists of a standard text from the invoice template. You can edit this text here. NB: the invoice template contains a separate salutation, so you don’t need to write a salutation in this field.

Administration costs and interest

If you are sending an exhortation, you can charge administration costs and interest.

In the element ‘Administration/exhortation costs’, you can create an invoice line for administration costs. This invoice line will be added to the existing invoice. In ‘Invoice line’, enter the description of the costs, e.g. ‘administration costs for exhortation’. Then enter the amount of the administration costs and a VAT percentage. If you don’t need to charge VAT, then enter the percentage ‘0’.

In the element ‘Interest costs’, you can create an invoice line for interest. This invoice line will also be added to the existing invoice. Enter the description of the costs in ‘Invoice line’. Enter the amount of interest and a VAT percentage. If you don’t need to charge VAT, then enter the percentage ‘0’.

Click on ‘save’ to send the reminder/exhortation.

Send multiple reminders simultaneously

In the elements ‘Sent’, ‘Reminders’, ‘Outstanding’ and ‘Overdue’, it is possible to simultaneously send multiple reminders.

Go to the element with the invoices. In the toolbar, hover the cursor over ‘Reminders’ and click on ‘Send’ in the drop-down menu. You will see a new screen with an overview of all invoices in the element from which you are sending the reminders.

NB! This overview only contains those invoices that have a linked invoice template and e-mail address. This is because the settings for the accompanying e-mail are determined in the invoice template. Reminders that should be sent by regular post can be created individually (see ‘send individual reminders and exhortations’ above).

Select all invoices for which you want to send a reminder. Then click on ‘send reminder’. You will be redirected back to the overview. The reminded invoices have been moved to the element ‘Reminders’.