💡 In Douano, there are three ways to send reminders/last reminders for overdue invoices.
💡 You can only send reminders if the sales invoice was previously emailed to the customer.
Fully automatic: if you choose fully automatic, Douano will check outstanding invoices daily. Customers with overdue invoices will automatically receive a reminder/last reminder.
⚠️ If you choose the automatic option, it is very important that you reconcile your invoices on a daily basis. Otherwise, customers may wrongly receive a reminder/dunning letter.
Semi-automatic: after reconciling all invoices, you can send reminders and/or last reminders in bulk to all customers with overdue invoices with a single click.
💡 If you are not able to reconcile invoices daily, this is the safest and fastest method.
Manual: you can also send a reminder manually for each customer.
Settings for reminders and last reminders
☝️ Before you can send reminders and last reminders, make sure you have configured the required parameters.
⇢ First, check or configure the parameters under Settings - Invoicing - Payment reminders. You can refer to this 👉 guide.
⇢ Next, check or configure the email templates for reminders and last reminders under Settings - Communication - Email templates. You can follow this 👉 guide.
Reminders and last reminders - Automatic
💡 If you have chosen the Automatic option, you don’t need to take any further action to send reminders or dunning letters in Douano.
Douano will now check outstanding invoices daily. For invoices that are overdue, a reminder or dunning letter will automatically be sent to the customer.
Reminders and last reminders - Semi-automatic
💡 Semi-automatic sending of reminders and dunning letters is done in the Payment history module. In this module you can see the full invoice history per customer:
Which invoices were already sent to a customer/supplier and when.
Which customers still have outstanding invoices.
Which customers already received a reminder/dunning letter and when.
⇢ Go to Invoicing - Payment history.
💡 By clicking on the green icon in the top right corner, you can send reminders/dunning letters in bulk to customers with one or more invoices past due.
⚠️ Make sure you have reconciled all invoices under Invoicing - Sales invoices before using this function. Otherwise, customers may wrongly receive a reminder/dunning letter.
Reminders and last reminders - Manual
⇢ Go to Invoicing - Sales invoices. Under the 'Overdue' tab you will find all invoices that still have an outstanding balance and whose due date has passed.
Select the invoices for which you want to send a reminder and, via the menu icon in the top right corner, click Email selected invoices.
Change the message type to Reminder or Last reminder and click Send.