You should always ensure that your customers have been sent a copy of your invoice before uCollect collects the funds. We offer an option to send a reminder email to your customers a few days before the payment is scheduled.
The reminder will look like this:
Your logo and contact information (from your Organisation Settings) will be displayed in the email.
To enhance deliverability of your reminders (and all customer email messages sent by uCollect) we recommend connecting uCollect your Gmail, Outlook or SMTP server or setting up DKIM & SPF settings. You can find out more on our Email Settings page.
Switching on Reminders
You can turn reminders on or off for a specific customer by editing their profile.
- Click on the Edit icon in the Search Contacts screen
- In the Gateway tab click the toggle button for "Automatically send reminders?"
- In the next field, "X days in advance" select the number of calendar days in advance you will send reminders.
- In the field "Email to send reminders to" select either "Email address from Xero/QBO Contact Record" or "Manually Entered"
- If you chose "Manually Entered" then enter the email address in the box below.
You can see whether reminders have been activated for any customer from the Search Contacts screen. A green reminders icon (alarm bell) shows that reminders are active and a grey one means not activated.
You can set this as a default in the Gateway settings. If selected, all new contacts assigned to the gateway will be automatically activated to send reminders using the accounting system contact address. When you set this default you will be given the option to activate all current contacts assigned to this gateway. This way you can switch it on or off for everyone at once.
When we send a reminders to accounting system contact address, but it is not present, we will send you an email. We will not send any more reminders to this contact until you add an email address. The icon in the Search Contacts screen will be red to indicate that there is a problem.
If you are not using automatic collection you should not activate reminder unless you are manually running Process Now regularly.
You can select invoices that have not yet passed reminder window in the Selected Invoices list in Process Now
Once reminders are active uCollect will enforce the collection delay. If an invoice is due on the same day that it is created and you send reminders 2 days in advance then we will wait for 2 days before we send out the reminders.