Reminders

neoo 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. Levels move up automatically each time you email reminders from this page, and you can adjust them by hand at any time. Email or print reminders for many invoices at once.

Navigate to Customers → Batch → Reminder (requires the Reminder permission; emailing and printing reminders additionally need the Customer Transaction permission).

Finding invoices that need reminders#

Filter by Customer or Department if you only want part of the list, then click Search. The table lists posted invoices and customer transactions that are unpaid and due — due date today or earlier. An invoice that isn’t due yet never appears here.

Each row shows the customer name, customer number, email address, current reminder level, invoice number and date, the due date (Date Due), how many days overdue the invoice is (Days Due — the quickest signal for deciding which invoices to escalate), and the outstanding amount (Due). 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. 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.

You don’t normally escalate by hand: each time you email reminders from this page, the invoice’s level moves up one automatically (stopping at Level 3), so the next run uses the firmer template. The controls below are for corrections — resetting a level after a payment arrangement, or jumping straight to 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 — the batch buttons appear once at least one row is selected — 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#

Print a single reminder#

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, the batch is blocked and the affected customers and invoice numbers are listed. Add an email address to the customer record first.

In the email dialog:

Click Send. Each selected invoice is emailed to the customer’s address using the reminder template for its current level. Once the batch has been sent, each emailed invoice’s level automatically moves up one (stopping at Level 3) — there’s no need to click One Level Up afterwards. Printing, whether per row or via Batch Print, does not change levels.

Print reminders in bulk#

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

Click Generate 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 email that carries each reminder level is written in Default Email Messages (System → Messages); the reminder letter itself — the text on the PDF — is set in Invoice Layout & Wording. You can also give an individual customer their own reminder message on their customer record (open it via Customers → Reports → Customer Search, or by clicking the customer’s name in the reminder list), and they’ll get that instead of your default.