# Payment reminders and dunning

> Up to five reminder steps before and after the due date, emailed with the PDF and a pay link — by hand or automatically every hour — and optionally texted.

Section: Sales and receivables · Canonical: https://intubu.intuitivecapital-dai.com/docs/payment-reminders

Sales → Reminders & Late Fees.

**The steps.** Five steps are set up for you: 3 days before the due date, on the due date, and 7, 21 and 45 days past due. The first three are on, the last two off. Each step has its own subject and wording, attaches the invoice PDF and adds a *View and pay online* link. Tick *On* to use a step.

**How do I send them?** *Queued right now* lists every invoice with a step due. Press *Send N reminders* to send them now. Each invoice gets the earliest step it has not had yet — one step per run, so a badly overdue invoice works through the ladder rather than receiving five emails at once.

**How do I send them automatically?** Tick *Send reminders automatically*. Every hour, due steps are emailed from your connected mailbox, with no button to press. It is off until you turn it on, and switching it needs permission to manage sales. A company administrator can see each hourly run, or start one at once, under Settings → [The automation log: what runs on its own](https://intubu.intuitivecapital-dai.com/docs/automation-log).

**Texting a reminder too.** The *Text* tick on a step also sends the customer a short text with the amount and the pay link, from your own Twilio account. It can only be ticked once Twilio is connected — see [Text messages (SMS) through your own Twilio account](https://intubu.intuitivecapital-dai.com/docs/text-messages). The text uses the customer's mobile, or their phone number, and is never sent to a number that has replied STOP.

**What each result means.** After a run the message says how many were *emailed*, how many are *in the outbox* (the mail server has not accepted them yet; they are retried automatically every minute) and how many were *not sent*, with the reason on the invoice's history — no email address on the customer, for example, in which case the step is offered again next time. With no mailbox connected, a warning sits at the top of the page and nothing is emailed.

**When they stop.** An invoice gets no further reminders once it is paid, voided or deleted. Reminders do not look at promises to pay or disputes, so pause a step (or chase by hand) for a customer you are already talking to.

**Late fees** are never charged on their own. When late fees are switched on for your company, *Assess late fees…* lists the fees due and *Post* creates each as its own small invoice referencing the original, at most one per invoice per month.

Reminders that are not getting anywhere feed the [collections worklist](https://intubu.intuitivecapital-dai.com/docs/collections-worklist), which is where a human takes over.