How the automatic debt collecting system works


Add an invoice to the automatic debt collecting system


You can use invoices produced with any accounting package or even hand written invoices with the invoice reminder system. Log onto the system and click on the “Add a new invoice” link.
Entering invoice details into the automatic debt collecting system
  • Client. Select an existing client from the drop down list or enter new client details by clicking on the “New” link.
  • Invoice No. Enter the invoice number here.
  • Description. This is for your own use and won’t be shown to your client ever.
  • Due Date. Date by which the invoice should be paid.
  • Amount. The total amount due including any taxes.
  • Upload PDF. You can upload a copy of the invoice in PDF format and it will be sent to your client as an attachment on every reminder message.
Click on the “Save Invoice” button and the system will take over the worrying about this invoice.
Tip: you can import clients in bulk from a csv file.

Email reminders are sent automatically


Reminders are sent automatically until you stop the sequence.
  • The invoice reminder sequence starts 2 days before the due date.
  • It continues until you change the status of the invoice.
  • A copy of the invoice is attached to each message sent (if you uploaded one when you entered the invoice).
You can set the interval between reminder messages. For now we’ll assume that you have left it at the default setting which sends a reminder every 7 days.
  1. The Pre-Due Reminder is always sent 2 days before the invoice due date. It is not sent if the due date has already passed when you enter the invoice.
  2. Overdue Reminder 1 is sent 7 days after the invoice is due.
  3. Overdue Reminder 2 is sent 14 days after the invoice is due.
  4. Overdue Reminder 3 is sent 21 days after the invoice is due.
  5. Overdue Reminder 4. is sent 28 days after the invoice is due. The system will continue to send Overdue Reminder 4 until you change the status of the invoice.

The system warns you before sending a reminder


The system will send you an Invoice Status Email 2 days before sending each reminder. You can stop the reminder going out by clicking on one of the links in the email or you can do nothing if the reminder should be sent.

You can stop the reminders anytime


You can stop the reminders going out at anytime by changing the invoice status. You can change the invoice status on the Dashboard or through one of the links on the status email message.
  • Paid - The invoice has been paid. No more messages will be sent and the invoice will be removed from the list.
  • Stop Chasing - The system won’t send any more reminder messages until you re-start the process. The invoice stays on the list.
  • Write Off - No more messages will be sent and the invoice will be removed from the list.
  • Send Final Demand - The Final Demand message will be sent and the invoice will be removed from the list.
  • Hand Over - You can instruct your legal service or external debt collecting agency to attempt to recover this debt. No more messages will be sent and the invoice will be removed from the list.
  • Delete - No more messages will be sent and the invoice will be removed from the list.

You can change the wording on any of the messages


The system comes with 6 pre-loaded templates. One for each of the messages in the reminder sequence and a final demand message. You can change any of these to suit your business exactly.
You can also:
  • Change the number of days between messages.
  • Add bank details or other methods of accepting payment.
  • Have the system send a copy of the reminder messages to an extra person at your client’s business.