How do overdue invoice reminders work in Kontuly?
Kontuly emails your customers a reminder when an approved invoice is overdue: by default 7, 14 and 21 days after the due date, each a little firmer. Reminders start as soon as your email settings are saved; change them, or turn them off, in Settings → Overdue reminders.
- Open Settings and scroll to Overdue reminders.
- Check Send overdue reminders. It's ticked for a new business.
- Edit each reminder. Set its Days after due, Subject and Body. The body can use the same variables as the invoice email, such as
{{customer_first_name}},{{invoice_number}}and{{amount_due}}. The invoice PDF is attached. - Add or remove reminders. Add reminder adds another; the bin icon removes one.
- Click Save changes.
How do I stop overdue reminders?
Untick Send overdue reminders and click Save changes. No reminders go out for that business until you tick it again, and your reminder text is kept. Removing every reminder doesn't stop them: Kontuly goes back to the three standard reminders instead.
Before you set up email for the first time, check the reminder text and the due dates of your open invoices, or untick Send overdue reminders first. Otherwise customers with old overdue invoices get a reminder straight away.
Which invoices get a reminder?
Only approved invoices with money still owing. Paid, void and draft invoices never do. Each reminder is sent once per invoice. If an invoice has passed several reminder points since the last check, for example after the app wasn't opened for a while, only the latest one is sent, not all of them at once.
When are they sent?
Your books live on your computer, so reminders are sent by the app, not a server. Kontuly checks shortly after it starts and then every six hours while it's running, for every business on the computer with email set up and reminders on. If the app is closed, nothing is sent until it opens again. A customer with no email address is skipped.
Each reminder sent is recorded in the Audit Log.
Related questions
- How do I set up email in Kontuly to send invoices?Connect Kontuly to your own email account with SMTP so it can email invoices, quotes, statements and reminders. Settings for Gmail, Outlook and other providers.
- How do I send a customer statement in Kontuly?Create a customer statement in Kontuly showing invoices, payments and what's still owing, with ageing, then preview it, save the PDF or email it.
- Why won't Kontuly email my invoices or statements?Fix Kontuly email errors such as "SMTP is not configured", "Customer has no email address" and "Approved, but email failed", and test your settings.
- Can Kontuly send reminders when its window is closed?Turn on Running in the background so Kontuly keeps sending overdue reminders, recurring invoices and off-site backups with its window closed.
More about quotes, invoices and customers
- How do I add a customer or supplier in Kontuly?Add customers and suppliers to Kontuly's Contacts list, choose whether each is a customer, supplier or both, and archive the ones you no longer use.
- How do I create and send an invoice in Kontuly?Write an invoice in Kontuly as a draft, check it with Preview, then approve it to record the sale and email it to your customer with the PDF attached.
- How do I record a customer payment in Kontuly?Mark a Kontuly invoice as paid by matching the deposit in Banking or recording the payment by hand, including part payments and undoing a mistake.
- How do I void or cancel an invoice in Kontuly?Void an invoice in Kontuly when it should never have been issued, or raise a credit note when the customer is owed some of it back. When each one fits.
- How do I give a customer a credit note in Kontuly?Raise a customer credit note from an invoice in Kontuly to refund or reduce what a customer owes, then apply the credit to an invoice or pay it back.