Emailing invoices, payment reminders and overdue notices
Demona emails the issued invoice PDF to the customer from its own system address, on behalf of your company, and when you switch it on it also sends a reminder before the due date and an overdue notice after it. Each letter can be switched on or off on its own, the days can be set, and all three are editable templates.
Three kinds of letter:
- Invoice notice – sent right after the invoice is issued, with the invoice PDF attached.
- Payment reminder – before the due date (3 days by default), if the invoice is still unpaid. It goes out only when the payment term is longer than that, so it does not follow right on the heels of the invoice.
- Overdue notice – after the due date (3 days by default), if the invoice is still unpaid.
Switching it on: on Settings → Email Templates, in the Invoice emails section, with the Automatic sending switch. It is off by default, and applies only to invoices issued from Demona after it was switched on – customers with old overdue invoices do not all get letters at once. Below it each letter has its own switch, and for the reminder and the overdue notice you set how many days before or after the due date it goes out. The Reply-To address is set here too: customer replies go there (to the team's default address when empty), and you can ask for a copy of the letters sent. The subject and body of all three letters can be edited here, with placeholders (invoice type, invoice number, due date, amount outstanding, bank account number and so on). With the invoice type, one template also fits fee requests, prepayment invoices and corrections.
Sent once. Each automatic letter goes out once per invoice. It can be sent again by hand at any time: on the invoice's Emails tab, with Send by email, choosing the type, with a preview.
When is nothing sent?
- Reminders and overdue notices go only to invoices, fee requests, prepayment and final invoices; not to credit notes, corrections or cancellations.
- No reminders or overdue notices go out for invoices paid in cash, by card or by voucher.
- When the customer has no email address, the invoice notice is not sent, and the log shows a "Skipped" row with the reason. Reminders and overdue notices then go out once an address is added.
- A letter is also skipped when the invoice has no PDF or has been paid meanwhile. Cancellations and delivery notes get no automatic invoice notice.
Stopping it per customer: on the invoice's Emails tab or on the collection case page you can stop automatic reminders and overdue notices for one customer. The invoice notice still goes out. No automatic reminders go out either for the invoices of a collection case that is paused or with the lawyer; the debtor's other invoices are still chased.
Did it arrive? The invoice's Emails tab shows for every letter whether the recipient's mail server accepted it, or it bounced (the address does not exist, the server refused it, or a temporary problem such as a full mailbox). Whether the recipient opened it is not tracked.
Every letter sent also appears in the Mail register, next to the paper correspondence.