We recommend starting with the Reminders app setup guide first.
Reminders Overview
The main summary first provides an overview of the status of documents — the total number to be sent, those ready to send (i.e., the document is in order, has a company assigned and a valid email address), and those that cannot be sent due to an error (indicating documents where an email address or company is missing, making it impossible to send them). The app also offers the option to tag individual invoices with the DO NOT REMIND label. If an invoice has this label, it is not included in the summary.
The next part of the main summary is a breakdown by document type. It shows the total number of documents to be sent (including those with errors) by the document types selected in Settings 2/2. The following section of the main summary is the Erroneous Documents section, which displays documents that are not ready to be reminded. The overview shows the reason why the reminder cannot be sent — missing company, no valid email address available, etc.
The top bar contains tabs for individual reminders, where you can find information about each overdue invoice.
The available column information is as follows:
Document readiness for sending — whether it can be sent (Ready) or cannot (Email missing)
Send reminder — whether the DO NOT REMIND label is set; if it is, the invoice is marked with a cross and will never be reminded
Labels — other invoice labels (the DO NOT REMIND label is omitted here for clarity, as it is shown in the previous column)
Invoice code — internal invoice number
Document type
Variable symbol
Amount remaining to be paid
Debtor company
Email address entered directly in the invoice detail under the Responsible Person tab
Email address from the company address book record (Business Partners – Company Addresses – Company Address, Basic Information tab)
Invoice due date
Days overdue — total number of days from the invoice issue date plus the payment term in days, up to today
Scheduled to remind X days after due date — shows the planned reminder date for the given reminder
It is also possible to download the invoice as a PDF or edit it in the web interface
Note: Reminders are sent sequentially — an invoice will not receive the 2nd reminder until it has first been reminded by the 1st reminder, even if it has been overdue long enough to qualify for the next reminder level.
The last tab is Settings, which displays an overview of the current active configuration with the option to make changes.
Controls
Each application window has its own set of controls.
The primary control element is the top bar, which features a home icon that returns you to the main Reminders Summary. The gear icon provides access to the individual settings sections.
The main summary provides 3 buttons and a tab bar. Using the tab bar, you can navigate to individual reminders, which contain a list of invoices in that reminder based on days overdue. The last tab shows the settings overview.
The green button on the right above the list is used to refresh the page and reload data from the database, for situations where multiple users are working with the data and a change has occurred.
The main summary button is "Send and update all reminder types".
This button sends all 1st, 2nd, 3rd, and 4th reminders for all invoices that are ready to be reminded. Emails are sent to the debtors. At the same time, the reminder dates on the invoices are updated (in the invoice detail app – Reminders tab). If an invoice has been overdue for more days and meets the conditions for the next reminder level, it is moved to the next reminder. The reminder email looks as follows (depending on your configured texts as per the settings):
The "Summary to email" button sends a complete overview of all overdue invoices and their status prior to being reminded. The summary email looks as follows:
Individual reminder windows have additional controls specific to that reminder. The "Send and update all reminder types" button has the same functionality as the corresponding button on the main summary.
The "Send and update this set of reminders" button sends only the currently selected reminder — based on the screenshot above, only invoices that fall under the 1st reminder according to their due date will be reminded.
To use the "Mark as do not remind" button, you must select the desired invoice(s) by checking them, and after clicking the button, those invoices will receive the DO NOT REMIND label and will not be reminded by email. To reverse this, use the "Remove label" button.
The settings summary provides a button to change the configuration, which takes you to the corresponding settings page where the relevant setting is defined.
Automatic Sending
Everything described above relates to manual management of reminders — editing them and sending them manually using the button. However, the app also supports automatic sending of reminder emails to debtors. You do not need to manage the emails yourself; the automation will simply deliver a summary of which documents were reminded.
The basic automation setup was introduced in the Reminders app settings article. It essentially only involves setting the sending period in the Settings 1/2 section.
In the same section, you also need to enter an email address in the "Automation notification email" field.
After sending the reminder emails, the automation will send a summary — or an error notification if applicable — to this address. The summary looks as follows:
You will receive information about which invoices were reminded, including their due dates and amounts, the type of reminder used, and the email addresses to which the reminders were sent. More detailed information about the actual sending process can be obtained from the SMTP server log. If you have configured your own SMTP server, we are unable to retrieve further details on our end.
The following errors may occur during automated sending:
Došlo k chybě při odesílání upomínek pro firmu firma2021
Odpověď API:
{"winstrom":{"@version":"1.0","success":"false","message":"could not initialize proxy - no Session"}}
This error may occasionally occur when our SMTP server is overloaded. If you receive this error, please contact our technical support team and we will investigate your reminders.
Note: If reminders are not sent correctly, they will be sent again in the next sending cycle.
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.