Following up on unpaid invoices takes time. With the automatic payment reminders in Teamleader One, you automate this process, so you get paid faster without having to think about it yourself.

How does it work?

1. Activation

Within Teamleader One, go to Settings - Payment reminders. Enable the feature using the toggle switch next to Enable payment reminders. From that moment on, the system will automatically check which invoices have passed their due date. (Don’t forget to click Save!)

2. Setting levels and timing

You can set up to three different reminder levels (first, second and third/final reminder). For each level, you decide after how many days the email should be sent:

• First reminder: For example, 7 days after the invoice is overdue.

• Second reminder (optional): For example, after 14 days.

• Final reminder (optional): For example, after 30 days.

Note: The number of days should logically increase per level.

3. Personalising templates

Just like with your standard emails, you can customise the subject and body for each reminder level in Dutch, English and French. This way, you can vary the tone of your message per level (for example, from a friendly first reminder to a more urgent final request).

4. Additional options

On the right, you will find three handy options:

• Attach PDF to email: The relevant invoice will automatically be sent as an attachment.

• Attach UBL to email: Send a digital XML file for faster processing by your client's accountant.

• Send copy to myself: Receive a copy at your company’s email address, so you know exactly when a reminder has been sent.

Working with variables

To personalise your emails without having to manually fill in data every time, you use variables. These are codes enclosed in double curly braces, such as {{ DAYS_OVERDUE }}, which are automatically replaced by the data from your invoice or quotation when you compose the email.

On the right side of the screen, you will find the Variables. Simply click on a variable in the list to insert it directly into your text or subject.

Useful to know

Which invoices are reminded?

The system only looks at sent invoices with the status Overdue whose due date is after the moment you activated this feature. Reminders for old invoices that were already overdue before you enabled the feature will therefore not be sent automatically.

No duplicate reminders

Each reminder level is sent only once per invoice. Moreover, a reminder is only sent if a valid email address is entered for the contact.

What if I don’t make any changes?

If you do not modify the texts, Teamleader One will use a professional default text that is the same for all three levels. You can adjust these texts at any time to make them more personal or stricter.

Deleting a level

If you delete a reminder level, the text you wrote for that specific level will be lost. So be careful when cleaning up your settings!