Reminders

Reminders #

Neo-Ledger can send payment reminders to customers with outstanding invoices. There are three escalating reminder levels — a gentle first notice, a firmer follow-up, and a final reminder — each with its own email template and PDF layout. You control which level each invoice is at and can email or print reminders for many invoices at once.

Navigate to AR → Batch → Reminder.

Finding invoices that need reminders #

Use the search filters to pull up the invoices you want to work with:

Filter Description
Customer Narrow results to a specific customer.
Department Narrow results to a specific department.

Click Search. All open invoices matching your filters appear in the table below.

Each row shows the customer name, customer number, email address, current reminder level, invoice number and date, payment due date, and outstanding amount. Click a customer name to open their record, or click an invoice number to open the invoice.

Reminder levels #

Every invoice starts at Level 1. As payment remains overdue, you move it up to Level 2 and eventually Level 3. The level controls which reminder template is used — so your first reminder can be polite, your second more direct, and your third a final notice.

To change the level on a single invoice, use the dropdown in the Level column. The change is saved immediately.

To change levels on multiple invoices at once, select them using the checkboxes, then click:

  • One Level Up — moves all selected invoices up one level (maximum level 3).
  • One Level Down — moves all selected invoices down one level (minimum level 1).

Sending reminders #

Click the print icon on any row to download a reminder PDF for that invoice. The PDF uses the template for that invoice’s current level.

Email reminders in bulk #

Select the invoices you want to send reminders for, then click Batch Email.

If any selected invoice has no email address on file, those rows are highlighted and the batch is blocked. Add an email address to the customer record first.

In the email dialog:

Field Description
Admin Email An address that receives a notification when the batch is sent.
Batch Name A name for this sending job (defaults to today’s date).
Attachment (PDF) Whether to attach the reminder as None, a PDF (TEX), or HTML.
Inline Also embed the reminder content directly in the email body.
Message Leave blank to use each customer’s configured reminder template for their level. Enter a message here to override the template for all invoices in this batch.

Click Send. Each selected invoice is emailed to the customer’s address using the reminder template for its current level.

Select the invoices you want to print reminders for, then click Batch Print.

Field Description
Batch Name A name for this print job (defaults to today’s date).
Admin Email An address to notify when the print job completes.
Attachment Output format: PDF (TEX) or HTML.

Click Print to queue the batch.

Exporting the list #

Once results are loaded, use the Export XL or Export PDF buttons to download the full list for reporting or record-keeping.

Setting up reminder templates #

The content of each reminder level’s email and PDF is configured in System → Messages. You can also set a customer-specific reminder message on the individual customer record (AR → Customers), which will be used instead of the system default for that customer.