To be able to send payment reminders from Simplicate, go first to Settings > Invoices > Invoice reminders.

Here you create the emails you want to use. Think for example about a first reminder, second reminder, etc., but also an English reminder, or separate reminders for invoices based on direct debit. You can create as many email reminder templates as you like.

Next, you create a reminder plan in which you arrange the email reminder templates in order with the desired number of days in between. Think for example of a plan for English-speaking debtors, a plan for failed direct debit transactions, a plan for transfer payments, etc.

To use the reminder plans you first need to activate them. This way you have time to set everything up properly. You do this under Settings > Invoices > General billing settings. There the default is: Invoice reminders disabled.

Here you can set your preferred plan. Note: per debtor you can always deviate from this.

Under CRM > Company > Billing > Default invoice settings for the billing you then select the reminder plan you want to use for this customer. By default this is “Use general default setting”. This means that the preferred plan from the settings is used.

If you want to set multiple companies at once on a plan, you can also do this collectively from the companies overview. You select multiple companies here, click Actions > Modify > Reminder plan.

Use a different email address for reminders

For both companies and individuals it is possible to set a different e-mail address for reminders. This is done by checking “Use different e-mail address for reminders” and then entering the different e-mail address. This function can also be found under CRM > Company > Billing > Default invoice settings for the billing.

By setting a different e-mail address for a reminder you can distinguish between the person/department who receives the original invoice and the person/department who handles the reminders.

If the reminders are sent collectively to relations with a different e-mail address, then they will only be sent to the different e-mail address. If the reminders are sent individually, it is also possible to send the reminder to the original recipient(s).

Under CRM you set a default reminder plan per relationship that you want to use for a relationship. In the project settings it is possible to deviate from this. This way you don’t have to adjust this later on the draft invoice. If you leave this field blank, the reminder plan used under CRM for that relationship will be used.

Via Invoices > Outstanding invoices you can now send reminders.

Note: if you have already sent invoices before you set up a reminder plan, you can still retroactively apply this to the invoices already sent. You do this by selecting those invoices under outstanding invoices and then under Actions choose “modify”.

Here you then select the reminder plan and which part of the plan you want to apply.

Note: anyone who has the right to send invoices can also send reminders.

Note: like invoices, reminders in Simplicate are never sent automatically. This remains a manual action by reminding invoices individually or by selecting multiple invoices and then via the Actions button choosing “Send reminders”.

You will see the current status in this overview and the next action scheduled.

You can now select invoices and via ‘Actions’ click on ‘Send reminders’. If the next action date is yesterday (up to today) then the correct reminders will be sent all at once. Nothing happens with invoices where the next action date is still in the future.

In addition to sending multiple reminders at once, you can also manually remind a single invoice. If you open the invoice, you will see under the blue ‘More’ button which reminder plan is being followed. Here you can still deviate.

Furthermore it is also possible here to add an extra attachment to the reminder and to save the reminder and send it later.

Via the green ’Send reminder’ button, you also see the status the reminder is in. Even here you can still deviate from the default.

Once you deviate from the standard, Simplicate automatically continues the remainder of the reminder plan. If you have set everything up for sending the reminder, but you want a colleague to check it, you can choose ‘Save and send later’.

For example you can add email addresses to cc or add an attachment, and still send the reminder later.

If you have sent invoices from Simplicate before setting up the reminder plans, you can do one of two things: