Managing Overdue Invoices

Finding Your Overdue Invoices

In Billing → Invoices, tap the Overdue filter tab. Invoices are sorted by oldest overdue first by default — these are your highest priority.

You can also see overdue invoices by customer: open the customer profile → Invoices tab → filter by Overdue.

Sending a Payment Reminder

The fastest way to chase an overdue invoice:

1. Open the overdue invoice.
2. Tap Send Reminder.
3. Choose the channel: Email or SMS.
4. Review the reminder message (pre-written but customisable) and tap Send.

The reminder includes the original invoice amount, a Pay Now link, and your contact details. The invoice's activity log records that a reminder was sent.

Reminder Best Practices

Day 1 past due: Auto-reminder (if enabled in Settings → Billing → Reminders). Friendly tone — "Just a reminder your invoice is due."

Day 7: Second reminder. Slightly more direct — "We noticed your invoice remains outstanding."

Day 14: Phone call. A live conversation is more effective than another email for larger balances.

Day 30+: Consider a payment plan or collections escalation.

Setting Up Automatic Reminders

1. Go to Settings → Billing → Payment Reminders.
2. Toggle Automatic Reminders on.
3. Configure the schedule (e.g. Day 1, Day 7, Day 14 after due date).
4. Set the tone for each reminder (Gentle, Firm, Final Notice).
5. Tap Save.

Automatic reminders stop as soon as the invoice is paid.

Offering a Payment Plan

For larger balances where the customer genuinely can't pay all at once:

1. Open the invoice → tap ··· → Create Payment Plan.
2. Set the number of instalments and frequency (weekly, bi-weekly, monthly).
3. Tap Send to Customer.

The customer receives a payment schedule with individual Pay Now links for each instalment. The invoice status shows partial payments as they come in.

Recording a Dispute

If a customer disputes an invoice:

1. Open the invoice → ··· → Mark as Disputed.
2. Enter the reason and any notes.
3. The invoice is flagged and removed from automated reminders while the dispute is active.

Resolve the dispute (adjust the invoice or confirm it's correct) and remove the dispute flag to resume normal collection.

Writing Off Bad Debt

When you've exhausted all follow-up options and the invoice is uncollectable:

1. Open the invoice → ··· → Write Off.
2. Enter a write-off reason.
3. Confirm.

The invoice is marked Written Off. The amount is excluded from your collected revenue but remains in your records for tax purposes. Consult your accountant before writing off large amounts.