Payment reminders
Keep track of overdue invoices, prepare, send, pause or skip reminders and dunning levels.
If an invoice is still open beyond its payment term, Leadmode prepares the matching level: payment reminder, 1st dunning notice, 2nd dunning notice and so on. You check the text and send it through your mailbox. If you wish, a level goes out automatically.
Everyone who sees the invoice sees its payment reminders. Pausing and skipping require the ‘Record payments’ permission. Leadmode sets no deadlines with legal consequences. Late-payment interest and dunning fees are off and never arise by themselves; how you switch them on and record them is described under Late-payment interest and dunning fees. Whether and when payment is in default is something you clarify with your legal adviser.
Set deadlines and texts
Under Settings → Organization → Billing data → Payment reminders you create up to five levels. For each level:
- Days after due date: from then on the level is due. The deadlines must be ascending.
- Send automatically: the reminder goes out without asking (see below). The default is off.
- Subject and text: leave empty, and the default text applies. Placeholders:
{{nummer}},{{betrag}}(open),{{rechnungsbetrag}},{{faellig}},{{rechnungsdatum}},{{tage}},{{stufe}}as well as{{zinsen}},{{gebuehr}}and{{gesamtforderung}}(only amounts already recorded, otherwise €0.00). The page rejects other placeholders when you save.
The default is three levels after 7, 14 and 30 days.
Process
- When a level falls due, the person who created the invoice receives a task. The invoice shows the note ‘Payment reminder due’, and the document list shows the tag ‘Reminder due’.
- Click Send reminder …. Subject and text are ready, and the invoice is attached. You can change everything and add a payment link.
- After Send now, the level is done and the task closes. In case of an unclear dispatch, proceed as with any document.
The levels follow one another. The next one only falls due when the previous one has been sent or skipped, and after sending there is at least the gap between the two deadlines. Even a very old invoice starts at level 1. Paid, voided and fully credited invoices receive no reminder.
Pause and skip
In the invoice, under Payment reminders:
- Pause: for invoices that have been settled or agreed in instalments. Optionally until a date; the reason is required. Resume ends the pause.
- Skip: the next level is dropped without anything being sent. The reason is required and appears in the history.
Send automatically
If a level is set to ‘Send automatically’, Leadmode sends it through the mailbox of the person who created the invoice, exactly once. The prerequisites are a connected mailbox, the email footer, the name in the profile and an email address for the recipient. If sending fails, the level stays open, the task remains, and the history gives the reason.
A level that is only discovered long after its deadline (more than 14 days) never sends automatically. This protects against a wave of old reminders, for example after an import or after switching the automation on. You then get a task and a note and decide yourself.
Dunning at a glance
Accounting → Dunning lists all overdue invoices: Overdue since, open amount, last level sent and next step. Filters: All overdue, Reminder due, Paused. The tab shows the number of reminders waiting for you. A click opens the invoice.