Invoice Reminders help you follow up overdue invoices by sending reminder emails directly from the Debtor Control menu.
Before sending reminders, it is worth reviewing your email settings and creating one or more reminder templates. Templates allow you to tailor the wording used for different stages of your debtor collection process, from a friendly payment reminder through to more formal overdue notices. Once configured, these templates can be selected when sending reminders. Invoice Reminders are available with the Debtor Management module.
Invoice reminder emails are only available with the Debtor Management module.
Learn how to activate Abtrac Debtor Module here.
1. Setting preferences for emailing
In Abtrac you can email invoices, payment reminders and statements directly.
Sender Settings
To ensure successful email delivery, the From address to use to send emails is [email protected]. You can configure other email settings from System Settings > Invoices > Email Configuration.
Here’s how to check all your emails settings
2. Create Invoice Reminder Email templates
From Administration >> Settings >> Email Settings > choose the option for Invoice Reminders.
Create Multiple Reminder Stages
Many organisations use several invoice reminder templates to support their debtor recovery process.
For example:
| Template Name | Purpose |
|---|---|
| 7 Day Reminder | Friendly payment reminder |
| 30 Day Reminder | Follow-up reminder |
| 60 Day Reminder | Escalated overdue notice |
| 90 Day Reminder | Final payment request |
Using separate templates allows you to vary the tone and wording as invoices become more overdue.
Things to Consider When Creating Reminder Templates
When creating Invoice Reminder templates, consider how reminders will be grouped when they are sent.
If reminders are grouped by Job or by Invoice Name, a single email may relate to multiple invoices.
In these cases, merge fields that display invoice-specific information, such as Invoice Number, Invoice Total, or Job Code, may not produce the results you expect. Merge fields can only display information from a single invoice and do not combine values from multiple invoices into a single total or list.
If you plan to send grouped reminders, we recommend using more general wording and relying on the attached invoices or Account Rendered statement to provide detailed invoice information.
Read how to set up templates for invoice reminder emails here
3. Syncing or updating invoice payments
If you have the optional accounts link with Abtrac you can synchronise invoice payments from your accounts back into Abtrac automatically. If you don’t have the accounts link you can record payments, and account for write-offs and adjustments directly into the invoices and payments screen.
How to update or record invoice payments
4. Sending Invoice Reminders
Invoice Reminders in Abtrac are sent on a case by case basis, not automatically.
You can review and send invoice reminders for outstanding accounts from Debtor Management > Debtor Control > Invoice Reminders.
Learn how to send invoice reminders here
Abtrac KB # 2260