How do automatic payment reminders work?

Q: How do I find invoices to chase by hand?

In Finance, use the Manual follow-up required filter or show the column of the same name.

Q: How do I stop reminders for one invoice?

Edit the invoice and switch off Payment reminders enabled.

Krak Stack can email your clients when a sale invoice stays unpaid after its due date. Reminders follow three levels, with delays you choose.

How do automatic payment reminders work?: Krak Stack screen (demo data) — Figure 1. Invoices with their totals and statuses; creating an invoice on a phone. Demo company, fictitious data.

How do automatic payment reminders work?: Krak Stack screen (demo data) (phone) — Figure 1. Invoices with their totals and statuses; creating an invoice on a phone. Demo company, fictitious data.

Steps

Open Settings > Finance, Payment reminders tab.
Tick Enable payment reminders.
Set the delays: Level 1 delay: days after the due date;; Level 2 delay: days after the level 1 reminder;; Level 3 delay: days after the level 2 reminder;; Level 3 repeat interval: days between two level 3 reminders;; Maximum reminders: leave empty for no limit.
Save.
For a specific client, open its record in Companies and switch on Custom payment reminders: a delay left empty uses the workspace value.
For one invoice, open it with Edit, Payment reminders section: off, the invoice is never reminded; on, it is reminded with the delays entered, or the company and workspace values if left empty.

Good to know

The invoice setting wins over the company setting, which wins over the workspace setting.
Only sale invoices that are Sent or Overdue, with a due date and a balance due, are reminded. Proformas never are.
Reminders go out every morning. An invoice is never reminded twice on the same day, and a client gets at most one email per day.
A client with several invoices to remind gets one email listing them all (number, due date, days overdue, amount) with a total per currency.
Invoice PDFs are attached for up to 10 invoices; above that, the email says they are available on request.
Reminders go to the contacts with the Invoice role in the billed company. Without a contact, the invoice is not reminded.
The text of each level comes from the email templates "Invoice payment reminder — Level 1", "Level 2" and "Level 3".
When the maximum number of reminders is reached, the invoice is flagged Manual follow-up required: someone must chase the client directly. The flag goes away when the invoice is paid or canceled.

Frequently asked questions

How do I find invoices to chase by hand?

In Finance, use the Manual follow-up required filter or show the column of the same name.

A client gets no reminder: why?

Check that reminders are on (workspace, company or invoice), that the invoice is sent or overdue with a balance due, and that the company has a contact with the Invoice role.

How do I stop reminders for one invoice?

Edit the invoice and switch off Payment reminders enabled.

Do reminders stop when the client pays?

Yes. A paid, canceled or fully settled invoice is no longer reminded.

Does a partial payment stop reminders?

No, the invoice keeps being reminded while an amount is due; the email mentions what was already received.

Can I change the reminder text?

Yes, by editing the email templates of the three levels.