---
title: "Invoices - Reminders"
canonical: "https://support.plunet.com/space/KB/893646/Invoices%20-%20Reminders"
format: markdown
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**Summary:** How to set up reminders if customers are late with their payments

**Related features**

- [Invoices - Receivables](https://plunethelp.atlassian.net/wiki/spaces/KB/pages/894420)

**Contents**

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## Reminder templates

*Admin → Document templates → E-mail*

If a customer does not pay their invoice on time, you can send them up to three payment reminders. An e-mail will be sent to the customer with a new deadline for payment. You can customize the content of each reminder e-mail by using the e-mail templates **Reminders 1/2/3**.  
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If you select **Send e-mail automatically**, the reminder will be sent according to the payment deadlines specified under *Admin → Settings → Company code → Reminders.*

There are also document templates for each reminder level, which will be attached to the e-mails (Reminder1[TemplateSetName].rtf, Reminder2[TemplateSetName].rtf, Reminder3[TemplateSetName].rtf). You can find and edit them in the **Templates **folder under **Admin → Document templates → Templates**.

## Setting up payment deadlines and fees

The payment deadline set up for the reminder extends the due date of the invoice, giving the customer a grace period for payment. Once this new deadline has passed, the next reminder level will be sent. If the customer does not pay before the deadline, then you can specify a fee to be paid.

**Automatic reminder**: If you have set up the reminders to be sent automatically in the e-mail templates, you can specify here that the reminder fees will always be calculated according to the amount specified here.

**Collective reminder**: You also have the option to send a batch e-mail, which groups the reminder documents together and sends them all at once.

![image](media://dd892129-598a-4b93-a339-6b108e76cc21)

### Example

|  |  |  |
| --- | --- | --- |
| **Reminder** | **Payment deadline in days** | **When will the e-mail be sent?** |
| #1 | 15 | 1 day after the invoice due date |
| #2 | 10 | 1 day after the new payment deadline from reminder #1 |
| #3 | 5 | 1 day after the new payment deadline from reminder #2 |

Invoice due date: January 1, 2022

Reminder #1: Can be issued from January 2, new payment deadline January 16

Reminder #2: Can be issued from January 17, new payment deadline January 27

Reminder #3: Can be issued from January 28, new payment deadline February 2

### Payment deadlines for each customer

*Contacts → Customers → Payment*

It is also possible to define payment deadlines for each customer individually. If no deadline is specified in the customer profile, the settings from **Admin → Settings → Company code → Reminders** will apply.


> ℹ️ **NOTE**
> ℹ️ 
> ℹ️ When a new customer profile is created, the default values for** Target profit margin** and **Payment deadline for reminder 1/2/3** from the Admin area apply. This is not visible in the customer profile itself (target margin appears as 0%, the three payment deadlines appear as 0 days), but is reflected at project level. The profit margin can be seen in the job list, and the time when reminders can be sent is determined by the deadlines in the Admin area.

## Sending reminders

*Invoices → Reminders → Payment overdue*

Go to **Invoices → Reminders → Payment overdue**. The menu will automatically open a list of overdue invoices, sorted by customer. To send reminders for overdue invoices, select the **Remind** checkbox for each invoice you wish to send a reminder for. Then click on the button to create the reminder e-mail, which includes a reminder document in PDF format.

![image](media://4196007e-bd46-4318-9971-01d116969e24)

> ℹ️ **NOTE**
> ℹ️ 
> ℹ️ If you want to edit the RTF reminders before converting them to PDF format, select the invoice(s) in the list and click **Write individual reminders**.

The templates for reminder levels 1, 2 or 3 are used automatically, with the correct level for the selected invoices being applied successively and a new payment due date being entered for the invoice.

All reminders are saved in the corresponding invoice folder as RTF and PDF files. By clicking on the FileManager button, the Invoice folder opens, which is where you can open reminder documents and print them, if required.

It is also possible to create a collective reminder for the selected invoices by clicking on the envelope icon next to **Collective reminder** under the list of invoices for each customer.

All invoices with a reminder will be displayed under **Home → Dashboard → Receivables** as **Outstanding**.



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