What does the app offer?
The app provides a clear summary of unpaid documents and their reminder due dates. You can identify errors in the contact data entered for customer communication. The app also offers sending summaries for evaluation:
Bulk email reminders for overdue documents
Option to exclude selected document types and specific invoices from reminders
Define custom content texts for email reminders based on templates or document types
Configure milestones for sending individual reminder types
Automatic sending at configured intervals — daily, weekly, or monthly at a specified time
Option to set up a custom SMTP server and send from your company email address
Validation of issued invoices for email communication
Summaries and overviews of reminded documents
The app is available for Business and Premium license tiers. To use the Reminders app, an active REST API interface is required; authentication is handled via an API user or a standard user with administrative rights. To activate the Reminders app, please contact our sales department at obchodflexi@abra.eu
App configuration
Once the app is active in your license, you can access it from the Issued Invoices register via the main toolbar using the Services – Send Reminders button. A new browser window will open where the app runs. The initial app setup consists of 3 steps — authentication, Settings 1: communication rules, and Settings 2: reminder texts. Each step is described below. The setup only needs to be completed on the first launch and does not need to be repeated, although settings can be changed at any time.
Authentication
The first setup step requires you to connect to the server (instance) where your ABRA Flexi is running. You can find your server address in the desktop application under data source management or in the web interface from the browser's address bar.
Authentication requires three basic details:
URL (required)
The URL of the server on which your ABRA Flexi application is running. If you are running ABRA Flexi in our cloud, enter the URL in the format https://<instance name>.flexibee.eu (must be entered without a trailing slash, exactly as shown here). If you are running the application on your own server, enter the URL for ABRA Flexi accordingly.
Username (required)
The login name of the REST API user for ABRA Flexi. REST API user settings can be found directly in the ABRA Flexi system under: Tools > People and Users > On the user, tab "Login Credentials" > field "User Type": REST API
The minimum role required for the app to function is the "UCETNI:Accountant" role.
Password (required)
The password for the REST API user to log in to ABRA Flexi.
Once you have filled in the details, click Save and continue.
Settings 1: communication rules
After authentication, the Settings 1/2 window appears. The first configuration step involves defining the email communication settings for the app, setting milestones for sending reminders for each reminder type, and scheduling when reminders are sent. SMTP server configuration is also available here. The SMTP server is used to transfer email communication between the sender and the recipient. If you use your own SMTP server, you must configure the connection to that server. This configuration is intended primarily for IT administrators.
Note: As of 30 May 2022, Google introduced a change affecting emails using a Gmail SMTP domain. For more information on how to configure Gmail SMTP, see here.
Host
If no custom SMTP server is configured, emails sent by the app will be delivered via our SMTP server with the sender address noreply@upominky.flexibee.eu - Your clients will not be able to reply to this email address, as replies will not be delivered. Another required setting is defining the milestones — i.e., how many days after the document's due date each reminder should be sent.
The app also allows you to schedule automatic sending of reminders. First, select the sending frequency — daily, weekly, or monthly — then specify the exact time, and optionally the day, when reminders should be delivered to recipients.
The following describes each configuration field, its values, and which fields are required:
Summary email (required)
Email address for receiving reminder summaries. The summary provides an overview of sent reminders by document type and reminder type, as well as a list of reminders that were not sent due to an error.
Automation notification email
The email address to which you want to receive notifications about the status of sent and unsent reminders. This address is used solely for notifications during automatic sending.
Test email
If you fill in this address, the app will run in test mode and all reminders will be sent to this address. Clients will not receive reminders in this mode.
Days past due (required)
Define for each reminder type how many days after the document's due date the individual reminders should be sent.
Automatic sending
The app allows you to configure automatic sending of reminders. You can define a daily, weekly, or monthly sending interval. For monthly intervals, please take into account the varying lengths of months (e.g., if you set the sending day to the 31st, reminders will not be sent in months with fewer days). Also define the time of day when reminders should be sent. The app will then automatically process outstanding documents and send reminders.
Custom SMTP – Sender email (required)
The email address used as the sender displayed to the reminder recipient.
Server (required)
The address of the SMTP server through which the app's emails will be sent.
For Google SMTP, the server is ssl://smtp.gmail.com.
Port (required)
Port number — typically 25 or 2525 (unencrypted) and 465 or 587 (encrypted connection)
For Google SMTP, the port is 465.
Encryption type
Enter only for encrypted connections — allowed values are ssl, tls, or an empty value.
For Google SMTP, the encryption is SSL.
Username (required)
Username for accessing the SMTP server.
Password (required)
Password for accessing the SMTP server.
Once you have filled in the details, click Save and continue.
Settings 2: reminder texts
The second step of the initial setup involves defining the texts for outgoing reminders and selecting reminder types by document type. You can also define different texts for individual document types. The configured texts will appear in the body of the email received by the reminder recipient, along with the relevant overdue documents. General reminder texts are taken directly from templates defined in ABRA Flexi, which can be found under Tools > Registers > Reminders. An important setting is the period from the issue date, which defines which invoices should be considered for processing.
Period from issue date (required)
Define the start of the time interval to be considered when selecting documents. Documents with an issue date earlier than the date entered will not be processed by the app.
The system only considers documents with an issue date from the specified date up to and including today.
Reminder texts
This option allows you to define general email texts for each reminder type. These general texts will be used for all documents unless custom texts are specified for particular document types. The drop-down list contains templates defined directly in ABRA Flexi. You can further edit these templates within the app. To add a new template, you must do so directly in ABRA Flexi under Tools > Registers > Reminders > New.. .
After saving a reminder edit in ABRA Flexi and reloading this page, the change will also be reflected here; likewise, saving texts here will be written back to the register in ABRA Flexi.
Further information can be found in the ABRA Flexi documentation here . The email contains your defined texts formatted according to the preview, including a table of unpaid invoices with the option to download the document as a PDF.
Reminder definition by document type
By checking the reminder checkbox for a specific document type, you define whether the selected reminder will be sent for that document type. If "Define texts and sent reminder types .." is checked, the general reminder texts will be ignored and any unselected reminder will not be sent. You can also define a custom text for the selected reminder for a specific document type; if all text fields are left empty, the corresponding general template will be used.
Warning! If you do not check any reminder checkbox for a given document type, that document type will not be reminded.
Once you have filled in the details, click Save. The setup is complete and you will be taken to the document reminder overview.
If no invoices match the configuration, the user is notified:
"There are no invoices to remind for the selected configuration within the specified period. Please review the reminder settings by document type and, if necessary, the days past due settings for individual reminders."
Once the data has loaded successfully, a reminder summary will be displayed. For more information on how to use and navigate the app, see the second part of the guide: using the Reminders app.
Need help?
If you have any questions about the app, please contact us at podporaflexi@abra.eu or via the chat window in the bottom right corner.