Payment Reminders emails customers for you. You set when reminders go out — a number of days before, on, or after an invoice's due date — and, if you like, a monthly statement to every customer who owes. Each morning SeroBooks sends what is due that day to each customer with an email address: a customer's due invoices go in one email, above their open-item statement. Each invoice gets each reminder once. Nothing is sent until you turn automatic sending on, and the log shows every email sent and every one skipped.
Opening it
Customers ▸ Create Statements, then Payment Reminders at the top of the Statements page.
Changing the settings and sending need the Send right on Statements.
Setting it up
- Turn on Send reminders and statements automatically — Every morning, what is due that day is emailed to each customer with an email address. Off: nothing is sent.
- Under Payment reminders, set when reminders go out (below).
- Under Monthly statements, choose whether to send a monthly statement.
- Click Save.
Payment reminders
Each reminder is a number of Days from the due date — -3 = before, 0 = on, 30 = overdue. It is described in words beside it: "3 days before the due date", "On the due date", "30 days overdue". Click Add reminder for another; the × (Remove) deletes one.
Monthly statements
| Field | What it means |
|---|---|
| Email a statement to every customer who owes | Turns monthly statements on. |
| On day | The day of the month they go out. |
| Statement type | Open item (unpaid only) or Balance forward. See Create Statements. |
| Vendors too (what we owe them) | Also sends vendors a statement of what you owe them. |
| Skip balances under | Customers owing less than this are not sent a statement. |
Due to go out today
Due to go out today (n) lists what the morning run will send:
| Column | What it shows |
|---|---|
| What | Reminder or Statement. |
| To | The customer. |
| Their address. | |
| Balance | What they owe. |
| Note | Which invoices or reminder it is. |
Send now sends them straight away, after confirming Send today's reminders now? — (n) email(s) will go out now; (n) have no email address and will be logged as skipped. Each is sent once — the morning run will not send them again. With nothing due: Nothing is due to go out today.
Sent and skipped
The log lists every reminder and statement: When, What, To, Email, Balance and Result — Sent, or Skipped — (reason) (for example no email address). It can be exported. With nothing yet: Nothing sent yet.
Common problems
| Problem | What to do |
|---|---|
| Nothing was sent this morning. | Check Send reminders and statements automatically is on and saved. |
| A customer is always skipped. | Add their email address on their customer form. |
| A customer got a reminder after paying. | Payments recorded after the morning run cannot recall a sent email; record payments promptly in Receive Payments. |