Make sure your customers won't get a reminder if they have already paid their invoices.
Sometimes a reminder is sent for an invoice when the customer has already paid. In this article, we provide a few tips on preventing your customers from being reminded incorrectly:
- Sufficient time between 'Invoice date' and 'Due date'
- Sufficient time between 'Due date' and 'First reminder', and between later reminders
- Not sending reminders on Mondays
- Processing incoming messages
- Timely updating the accounts
- Resolving validation errors
- Pausing the administration
Sufficient time between 'Invoice date' and 'Due date'
A short invoice payment term does not necessarily make the customer pay faster. The inoice payment term can be determined in accounting. The due date of the invoice determines when a reminder is scheduled.
You can determine the time between the due date and sending a first reminder based on the payment processing time in accounting, plus the processing time in Payt.
Note: A change to the payment term of an already loaded invoice will not be adjusted in Payt. Want to know which data is adjusted after the first import of an invoice, and which data isn't? Read the support article 'Which invoice details can I edit?'
Sufficient time between 'Due date' and 'First reminder' and between later reminders
You want to give the customer sufficient time to pay. To do so, determine the required payment processing time including the processing time in Payt.
For example:
Assume the above flow, INVOICE, is applied. A customer pays on the due date. This payment must be processed in accounting and imported into Payt, in the time between the due date and sending of the first reminder - two days.
If a payment is made on the due date, and processed a day later than usual in accounting, there is a chance that the first reminder will be sent while the invoice has already been paid.
If you'd like to make changes to your flows, please contact the Payt service desk.
Not sending reminders on Mondays
If a payment was made by the customer over the weekend and the reminder is scheduled for Monday, a reminder may be sent. This is because payments from the weekend have not yet been processed in the accounting package.
In this case, it may be wise not to send reminders on Monday. You can read more about this in the support article 'How do I set up my invoicing process?'
Processing incoming messages
It can happen that a reminder is sent while the customer has previously sent a message regarding an unprocessed payment. Regularly checking the administration dashboard for notifications of unread messages can prevent a message from the customer from going unnoticed.
Timely updating the accounts
Payt uses your accounting system as the basis for its data. If no payment is registered in accounting, the invoice will also remain open in Payt. After registering a payment in accounting, it will be included during the automatic import. This is typically after one day.
Resolving validation errors
Resolve validation errors that occurred during an automatic import as soon as possible. From the administration dashboard, you can quickly see if there are any validation errors. By clicking through, you can find out what the validation errors and/or warnings are. In this article, you can read more about resolving validation and import errors.
Pausing the administration
Pause the reminders of the administration when you go on holiday and the accounts are not updated. This way, you avoid sending reminders for invoices that have already been paid but not yet processed.