Payment Reminders

You can create payment reminders under the Settings / Billing / Payment Reminders menu. This feature allows you to easily send automated notifications to your partners. You can define when to send reminders relative to the document's due date and customize the content of these messages.

The reminder list page shows all previously created items, which you can view, edit, or delete.

Note: For proforma invoices, custom notifications are only available in the Basic and Pro online invoicing plans.

To create a new one, click the New Notification button.

After clicking, a submission form will appear which you must fill out correctly in order to use it with your partners in the future. 

Setting up a New Notification

Notification Name

This name will appear throughout the system. It is recommended to include the purpose in the name (e.g., "Reminder 1 day before due date"). You may also want to indicate the language if you communicate in multiple languages.

Notification Type

Choose whether the system should send the notification before or after the due date of proforma invoices or final invoices.

Partner Selection

You can assign reminders to partners individually in your partner list, or use this section for more complex management:

• All partners: The notification will be sent to everyone at the specified time.

• Exceptions: You can add exceptions to "All partners" if there are specific clients you do not want to notify.

• Send to those marked in exceptions: Use this if you only want to send reminders to a few specific partners.

Important:

• Notifications for an already issued invoice cannot be stopped by later modifications. Changes will only apply to future invoices.

• Reminders do not work retroactively. For existing invoices that haven't expired yet, you must send the notification manually using the "Send Notification" option in the document's operations menu.

Sending Time

Define how many days before or after the due date the reminder should be sent.

• You can add multiple time points (e.g., 1 day before AND 5 days after) by clicking "Add new date".

• To send a reminder on the actual due date, enter 0.

Sending Hour

Select the specific hour (whole hours only) for the notification to be sent.

Note: Delivery might be slightly delayed if the server is under high load; items are prioritized based on creation order.

BCC (Blind Carbon Copy)

Enter your own email address (or multiple addresses separated by commas) if you wish to receive a copy of the sent reminders.

Email Subject

Enter the text that your partner will see as the email subject.

Email Body

You can freely edit the text of the email. A default template is provided with variables in double curly braces {{ }} which pull data automatically from the system.

Variables for the Email Body

Variables can only be used in the text body, not in the subject. Include the {{ }} signs when copying.

Document Variables:

• Invoice Date: {{ invoice_date }}

• Fulfillment Date: {{ invoice_fulfillment_date }}

• Due Date: {{ invoice_due_date }}

• Document Number: {{ invoice_number }}

• Gross Total: {{ invoice_total }}

• Amount Paid: {{ invoice_total_paid }}

• Exchange Rate: {{ invoice_dc_conversion_rate }}

• Comment: {{ invoice_comment }}

• Currency: {{ invoice_currency }}

• Payment Method: {{ invoice_payment_method }}

Partner Variables:

• Partner Name: {{ partner_name }}

• Partner Address: {{ partner_address }}

• Partner Email: {{ partner_email }}

• Partner Tax Code: {{ partner_taxcode }}

Organization Variables:

• Organization Name: {{ organization_name }}

• Organization Tax Number: {{ organization_tax_number }}

• Organization IBAN: {{ organization_iban }}

• Organization SWIFT: {{ organization_swift }}

• Organization Bank Account: {{ organization_bank_account_number }}

• Organization Address: {{ organization_address }}

• Private Entrepreneur Number: {{ organization_ev_number }}

• EU Tax Number: {{ organization_eu_tax_number }}

• Webshop Name: {{ organization_webshop_name }}

• Organization Email: {{ organization_email }}

Formatting

Use Markdown for formatting:

• Bold: text

• Italic: *text*

• ~~Strikethrough:~~ ~~text~~

• Link: [name](http://)

• List: * list item

• Headers: # Header 1, ## Header 2, ### Header 3

• Line break: End the line with two SPACES before pressing ENTER.

Preview

You can preview any reminder by clicking the eye icon in the list.

English and German Reminders

Billingo supports reminders in English, and German.

To create a foreign language reminder, click New Notification and fill out the English or German template.