Set up payment reminders

Under Settings → Payment reminders you decide how UNENO chases overdue invoices: how many reminder stages there are, which deadline and fee they state, whether they go out automatically — and in which words. The page belongs to UNENO Invoice; reminders are part of the Business plan.

On a wide screen a navigation on the left leads to the parts of the page: Reminder stages & sending, Default interest & flat fee, Placeholders, Reminder letters (PDF) and Reminder emails.

Reminder stages & sending

Setting	Default	What it does
Send reminders automatically	off	UNENO sends the next reminder itself once it’s due — see Send reminders automatically. Off: you send each reminder yourself.
Maximum reminders	3	How many reminders an invoice gets at most (1 to 5).
Days between reminders	5	Each reminder’s payment deadline in working days — Monday to Friday, without the nationwide public holidays of your company’s country.
Send time	09:00	At which time automatic reminders go out, in your company’s time zone.
Charge a fee from	stage 2	From which reminder stage a fee is charged — or Never charge a fee.
Reminder fee	5.00	The fee per chargeable reminder, net.

Under Your dunning ladder you see right away what your stages are called and what they cost — the preview changes as you change the settings.

Saving: each card saves its values together. Change a value and its row gets a blue dot, the bottom says, for example, 1 unsaved change, and Save changes turns on; Discard puts the card back. Leave the page with unsaved changes and UNENO asks Discard unsaved changes? Saved values apply to the next reminders; reminders already sent keep their stage, deadline and fee.

How it runs

Below that the card plays your stages through on an example: an invoice due today — with the day and time of each reminder, its deadline (pay by) and its fee. UNENO works this out exactly as for the real sending: the first reminder comes on the first working day after the due date, each next one on the first working day after the previous deadline; weekends and the nationwide public holidays of your company’s country are skipped. The example follows your values before you save.

If your plan doesn’t include automatic sending, the switch is locked, with the reason right below it: Automatic sending is included in the Business plan. You then send reminders yourself.

Default interest & flat fee

Both are off by default. UNENO only does the maths — whether and from when you charge interest and the flat fee is your decision, if in doubt with your tax or legal adviser.

Setting	Default	What it does
Charge default interest	off	Every reminder from the chosen stage states the interest accrued since the last reminder.
Rate for companies	0.00 % p.a.	The rate for customers set up as an Organization.
Rate for consumers	0.00 % p.a.	The rate for Individuals.
Interest runs from	Day after the first reminder	From when interest runs: Day after the first reminder or Day after the due date.
Late payment flat fee €40	off	A flat fee of €40 — once per invoice, only towards organizations and only on invoices in euros.
Interest and flat fee from	stage 2	The first reminder stage that states interest and the flat fee (stage 1 = payment reminder).

How UNENO calculates interest:

• On the open principal — the invoice amount minus what has been paid, never on fees. Without VAT.
• To the day: days × rate ÷ 365. Each reminder carries on from the day the previous one stopped — no day counts twice.
• In the PDF they get their own lines, such as Default interest 9.27 % p.a. on … and Late payment flat fee (§ 288 (5) BGB).

Enter the rates yourself

The rates aren’t prefilled. If you switch interest on and leave both rates at 0 %, UNENO charges nothing — an amber note under the switch tells you. The statutory rate is tied to the base rate, which changes on 1 January and 1 July; keep it up to date yourself.

Reminder letters and emails

Below are your reminders’ texts — first the placeholders, then the cards:

Part	Cards	Fields
Reminder letters (in the PDF)	Payment reminder (PDF) (stage 1) and Reminder (PDF) (every later stage, the last one included)	Intro and Closing
Reminder emails	Payment reminder (Email), Reminder (Email) and Final reminder (Email)	Subject and Body

The cards work as under Texts & Emails: a tab per language, Save changes saves every changed language, Discard puts every language of the card back, a cleared field brings the default back. A reminder comes in its invoice’s language.

The placeholders

Placeholder	Fills in
%company_name%	your company name
%customer_name%	the customer’s name
%document_number%, %document_date%	the invoice’s number and date
%invoice_due_date%	the invoice’s due date
%reminder_due_date%	this reminder’s payment deadline
%prev_reminder_due_date%, %prev_reminder_sent_date%	the previous reminder’s deadline and send date
%cadence_days%	the number of working days to pay
%level%	the reminder stage (1 = payment reminder, 2 = first formal reminder, …)
%mahnung_level%	the formal-reminder number (from 1)
%reminder_fee%	this reminder’s fee
%interest%, %interest_rate%	the default interest up to this reminder and the rate
%flat_fee%	the late payment flat fee
%amount_due%	the amount to collect — principal plus fees
%total%	the invoice’s total

Every placeholder works in reminder letters and reminder emails alike.

Good to know

• Who may change the settings and texts is set in the role under Reminders → Update; View is enough to see the page.
• Without reminders in your plan the page shows a card with Payment reminders are a plan feature; the workspace owner can upgrade right there.
• A sent reminder stays as it is — its PDF downloads exactly as it was sent, even if you later change texts or settings.