Send a reminder

When you can send a reminder

Send reminder appears for an invoice when

• it’s overdue — issued or sent, the due date has passed and the invoice amount isn’t paid in full,
• it hasn’t had all reminder stages yet,
• reminders aren’t stopped for it, and
• you send reminders manually — with automatic sending, UNENO takes over, see below.

If the customer has no email address, Send reminder is greyed out in the invoice list — add one to the customer.

Send a reminder

1. In the invoice list, click ⋮ → Send reminder on the invoice.

2. Check the Send payment reminder window. It always sends the next stage — you don’t pick it.

   

3. Click Send reminder.

You see The reminder has been sent.

It works the same in the invoice’s overview: Send reminder under Actions opens the same window.

Invoice not sent yet?

If you’ve never emailed the invoice from UNENO, the window warns you — in the list and in the invoice’s overview alike: unless you’ve delivered it another way, send the invoice first — otherwise the reminder is the customer’s first notice of it.

What the customer receives

• An email to the customer’s email address — and to Copy to (CC), if the customer has one. The subject names the stage, such as Payment reminder — Example Company Ltd or Reminder #1 — Example Company Ltd.
• The reminder’s PDF as an attachment — with the statement of invoice, payments and fees. The invoice itself isn’t attached.
• A new payment deadline: it’s as many working days after sending as set under Days between reminders — 5 by default. Working days are Monday to Friday, without the nationwide public holidays of your company’s country. The deadline appears in the list of reminders under Pay by.
• Fees, once the stage charges one — €5.00 from Reminder #1 by default. The amount is fixed with the reminder; if you change the fee later, reminders already sent stay as they are.

Email and PDF appear in the invoice’s language. You edit the texts for every stage under Settings → Payment reminders.

What changes on the invoice

In the invoice list, the Reminders column shows how far the invoice has been reminded and what fees were added:

• Reminder 3 of 3 — with next … as long as another stage can follow. Clicking it opens the list of reminders with just this invoice’s reminders.
• + 10,00 € fees & interest — green with collected once everything is paid. What’s still to be paid in total shows in the Open column.

In the invoice’s overview, the fees appear in the Payments card, and below it every reminder in the Payment reminders card, each with its PDF:

• The invoice total stays the same. The fees are added under Outstanding.
• Record payment suggests the invoice total plus the fees. If only the invoice total has been paid, the invoice stays Partially paid until the fees are settled too — more under Reminder fees.
• Once the invoice total is paid, the invoice is no longer overdue — no further reminder goes out.
• Invoice + last reminder at the top of the page downloads both as one PDF — handy if the customer needs the invoice again. In the invoice list it’s ⋮ → Download both (invoice + last reminder), in the list of reminders ⋮ → Invoice + last reminder on the last reminder.

Send reminders automatically

Under Settings → Payment reminders you can switch on Send reminders automatically. UNENO then checks your overdue invoices every full hour:

• The first reminder goes out on the first working day after the due date, at the set Send time — 09:00 by default.
• Each further one on the first working day after the previous reminder’s deadline.
• Only for invoices you’ve emailed from UNENO — a reminder never becomes the first message to the customer.

While automatic sending is on, there’s no Send reminder. The invoice’s Payment reminders card shows Automatic: next reminder on … instead. Automatic sending is included in the Business plan — if your plan no longer includes it, you send reminders yourself again.

Delete the last reminder

If a reminder was a mistake — because the payment had already arrived, for example —, delete it:

1. In the invoice’s overview, under Actions, click Delete last reminder — or in the invoice list or the list of reminders ⋮ → Delete last reminder.

2. Confirm with Delete.

   

You see The last reminder was removed.

• Only the most recent reminder can be deleted. Its fees and interest are dropped; the next reminder gets its stage again.
• The email has already reached the customer — deleting doesn’t recall it.
• On an invoice paid in full or cancelled, reminders can no longer be deleted.

Good to know

• If the email can’t be delivered — because your own mail server can’t be reached, for example —, you see an error and the reminder isn’t created. No fees are charged.
• Every reminder appears in the activity log and in the invoice’s History — as Sent with Reminder stage … to ….
• Cancelled invoices aren’t reminded; their earlier reminders stay in the list.
• An invoice that has been reminded can no longer be corrected or deleted — even if you never sent it yourself: the customer knows its number from the reminder. Cancel it instead.