Overdue Invoice Tracking and Payment Reminders

Know who owes you, and who has already been reminded.

Work from the overdue list, let the weekly reminder e-mail do the routine nudging, and record each chase on the invoice so the history is always on record.

The billing clerk or accountant works the overdue reports and records reminders, while every Monday the system e-mails customers with overdue invoices on its own. When payment arrives, the invoice leaves the list by itself.

Use the documented operating model as a starting point, then adapt fields, approvals, reports, or connected areas when your process differs.

Before you start

Put the right records and roles in place.

Invoices must be issued and past their due date, which fills in from the customer's payment terms. For the weekly reminder to reach a customer, their billing e-mail must be on the customer record and the instance needs its outgoing-mail (SMTP) configuration.

Documented sequence

From the overdue list to a dated reminder history.

Each stage identifies the action, handoff, or record change that moves the work forward.

01
See what is overdue — Billing clerk
The Overdue Invoices report lists every unpaid invoice past its due date, voided ones excluded, and the dashboard counter shows the same number. Open Items by Customer groups every open balance per customer for a collections call.
02
Weekly reminder — System
Every Monday at 08:00, each overdue open invoice sends a polite payment reminder to the customer e-mail on the invoice. Drafts, cancelled and voided invoices never trigger mail, and the e-mail never changes the invoice.
03
Record the chase — Billing clerk
Record Reminder logs a row dated today at First reminder; set the level to Second reminder or Final notice to escalate. The Payment Reminders report lists every chase by date, invoice and level.

Connected work

Carry the record into the next decision.

Related features and workflows reuse the same business records instead of asking teams to rebuild the context.

Sales invoicingThe Overdue Invoices, Open Items by Customer and Payment Reminders reports, and the reminder levels in Settings.CustomersThe e-mail address and payment terms behind the weekly reminder and the due date.Record a customer paymentHow an incoming payment settles the invoice and takes it off the overdue list.Void an issued invoiceTake an unpaid invoice out of circulation when it should never have been issued.

Current scope

Each reminder level has its own wording in one language; sending the reminder in the invoice's language is planned.

A starting point, not a fixed package

Set the reminder ladder to your collection practice.

Reminder levels and their day thresholds are data you adjust in Settings → Reminder Levels, and each customer's billing e-mail is kept on their record. Other escalation rules or reminder wording can be scoped as a Custom adaptation.

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Decision-stage answers

Chase overdue invoices FAQs

Does recording a reminder change the invoice?

No. Reminder rows are plain history: recording one does not touch the invoice's status or balance, and neither does the weekly e-mail.

Which address receives the weekly reminder?

The customer e-mail on the invoice, copied from the customer when the invoice was made. One mail goes out per overdue invoice, and nothing is delivered until the instance's SMTP configuration is in place.

What happens when the customer pays?

The normal settlement takes over: the invoice moves to PARTIAL or PAID and drops off the overdue list by itself.

What if the invoice is still unpaid after the final notice?

The next steps sit outside dunning: a credit note if the receivable itself is wrong, or a void while nothing has been paid on the invoice.

Review the real workflow

Chase one real overdue invoice in BusinessIntents.

Use a real record or transaction to compare the documented flow with the way your team works today.

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