Advanced: Payment Reminders

For users who already know the basics — this guide covers escalation configuration, fee and interest mechanics, the automated dunning run (Mahnlauf), delivery methods, and how to handle exceptions.

Configuring Reminder Levels and Escalation

The reminder system uses three escalation levels, designed around Swiss business customs:

1. 1st Reminder (Zahlungserinnerung) — a friendly nudge sent shortly after the invoice due date. Typically no fee.
2. 2nd Reminder (2. Mahnung) — a firmer request with a moderate fee. Sent if the client has not responded to the first.
3. 3rd Reminder (3. Mahnung) — a formal demand before potential legal action. Usually carries the highest fee.

Each level has its own configurable fee in Organization settings (e.g. CHF 0 / CHF 20 / CHF 50). The payment period — the number of days the client gets to pay after receiving a reminder — is also configurable (default: 10 days).

You can set different default email subjects and body texts for each level and language in Document Defaults. A common pattern is conversational for level 1, direct for level 2, and formal/legal for level 3. Templates support placeholders like :client_name, :amount, and :due_date.

Fees and Late Interest (Verzugszins)

Reminder fees are applied automatically based on the level. The fee appears as a separate line on the reminder PDF, distinct from the overdue invoice amounts.

The system also calculates Verzugszins (late payment interest) per invoice. The interest is based on the number of days overdue and the outstanding amount. Both the fee and any interest are included in the total demand on the reminder PDF, giving the client a clear breakdown.

When you record a payment against a reminder, the system updates both the reminder status and the linked invoice statuses. Partial payments are supported — the reminder stays open until the full amount (invoices + fees + interest) is settled.

The Dunning Run (Mahnlauf)

The Mahnlauf is a batch operation that scans all overdue invoices at once and proposes the appropriate action for each client:

• Clients with no prior reminders get a proposed 1st reminder.
• Clients whose 1st reminder went unpaid get proposed for escalation to 2nd.
• And so on to the 3rd level.

You can filter the overview by minimum overdue days, minimum amount, or specific client. For each client group, you can accept the proposal, change the level, or skip entirely. After reviewing, click Execute to create all reminders in one batch.

The created reminders land in your list as drafts. You still need to review and send them — the Mahnlauf does not auto-send. This gives you a final check before anything goes to the client.

Delivery Methods and Tracking

Reminders support three delivery methods:

• Email — the PDF is attached and sent automatically. Supports CC recipients and customisable subject/body.
• Post — download the PDF for printing. Mark the reminder as "sent by post" to update the status.
• Registered mail (Einschreiben) — recommended for 3rd-level reminders. Enter the tracking number on the reminder record for your files.

The reminder PDF includes a detailed breakdown: invoice number, original amount, outstanding amount, days overdue, and any interest. The fee is shown separately. For multi-invoice reminders, all overdue invoices for one client are grouped into a single document.

Handling Exceptions

Not every overdue invoice belongs in the dunning process. You can exclude specific invoices when creating a reminder or skip entire client groups during a Mahnlauf. Common reasons include verbal payment agreements, disputed amounts, or arranged payment plans.

Reminders can be cancelled at any time with an optional reason, which is recorded in the activity log. Cancelled reminders release the linked invoices back to normal overdue status, making them eligible for future dunning runs if they remain unpaid.

Related Guides

• Modules-Mahnungen — basic setup and daily workflow
• Modules-Rechnungsstellung — invoice lifecycle and payment recording