Reminders

Payment Reminders are the same as Prepaid Notifications. The only difference is that Payment Reminders are used in Recurring billing and Prepaid Notifications in Prepaid Billing. Payment reminders include: email, SMS or a combination of email + SMS that are sent to customers to make them pay for their due or overdue invoices.

To set up sending Payment Reminders navigate to Config → Finance → Reminders.

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In case in Splynx system is used the multiple partners scheme, you can divide Reminders configuration between them. You can select the Partner to work with before setting Reminders at the top-right corner of the page:

View

Note: The fields marked with * sign have the different values from original ones (original values are related to Default partner).

The following Reminders settings can be configured here:

  • Enable Reminders - enables or disables automatic sending of reminders;
  • Message type - choose the message type for sending reminders: Email, SMS, Email+SMS;
  • Hour to send at - choose a time for sending reminders;
  • Static days - a toggle allows to choose in which days of the month the reminders should be sent: after x number of days after billing day or on static days of the month.
  • Reminder #1 day - select in how many days you'd like the First Reminder to be sent;
  • Subject #1 - type a subject for the 1st Reminder;
  • Reminder #2 day - select in how many days you'd like the Second Reminder to be sent;
  • Subject #2 - type a subject for 2nd Reminder;
  • Reminder #3 day - select in how many days you'd like the Third Reminder to be sent;
  • Subject #3 - type a subject for 3rd Reminder;
  • All available payment methods - the toggle allows to choose all payment methods in Splynx for which the reminders will be used;
  • Reminder payment methods - in case All available payment methods option is disabled, we can choose the particular payment method (-s) in drop-down list on which to send notifications;
  • Attach unpaid invoices with reminders to email - enable this option to attach unpaid invoices to the email.

Examples:

  • Static days toggle is disabled: we choose 9 days for the Reminder #1, 5 days for the Reminder #2 and 5 days for the Reminder #3. That means reminders will be sent on 10th, 15th and 20th of of month accordingly.

  • Static days toggle is enabled: we choose - 3 days for the Reminder #1, 5 days for the Reminder #2 and 7 days for the Reminder #3. It means that reminders will be sent on the defined dates of the current month (3d, 7th and 10th of August). The admin cannot select a value for a reminder higher than 31 days, but in case the next month has fewer days than the current selected value, the reminder will be sent on the last day of the new month. The same values for different reminders cannot be selected as well. Also, admin should select days for reminders in the correct ascending order: the day number for the first reminder cannot be greater than the day for the second reminder etc. If you enable Static days and press Save button, the days' values for Reminder #1, Reminder #2 and Reminder #3 will be automatically replaced with the system default ones (where Reminder #1 = 3; Reminder #2 = 5; Reminder #3 = 7). The default values will also be set in the Reminders settings for all customers in Splynx. After that you can change these values to your own.

All 3 dates selected for sending of reminders will be displayed in the Calendar next to Reminders settings.

These settings are global and to update existing customers with these settings you can use the Update existing customers button.

For instance, I'd like to update the day for reminder #1, for customers in partner Main and recurring billing type, the update will look as follows:

update1

Another example is an update of the Enable reminders option for all Splynx customers. Let's imagine that it was disabled for all customers, we enabled it in the config and the next step is to update this setting for all existing customers:

update all

Updated reminder template

Since Splynx 3.1 version we updated logic for reminders and that's why some old reminder templates might work wrong. We recommend to use next reminder template:

{% set all_reminder_days = customer_billing.reminder_day_1 + customer_billing.reminder_day_2 + customer_billing.reminder_day_3 %}
Dear {{ customer.name }},
{# Text for reminder 1#}
{% if "now"|date("j") == (date_charge|date("j")+customer_billing.reminder_day_1) %}
  {% for invoice in loader.invoices %}
    {% if invoice.status == 'not_paid' and not break  %}
      {% if invoice.date_created|date_modify("+"~customer_billing.reminder_day_1~" days")|date("Y-m-d") == "now"|date("Y-m-d") %}
        {% set invoiceNumber = invoice.number %}
        {% set break = true %}
      {% endif %}
    {% endif %}
  {% endfor %}
you received a new invoice lately. Outstanding balance is: {{ App.formatMoney(customer_billing.deposit * -1 ) }} Please make sure to pay your invoice soon.
{% endif %}

{# Text for reminder 2 #}
{% if "now"|date("j") == (date_charge|date("j")+customer_billing.reminder_day_1+customer_billing.reminder_day_2) %}
  {% for invoice in loader.invoices %}
    {% if invoice.status == 'not_paid' and not break  %}
      {% if invoice.date_created|date_modify("+"~(customer_billing.reminder_day_1+customer_billing.reminder_day_2)~" days")|date("Y-m-d") == "now"|date("Y-m-d") %}
        {% set invoiceNumber = invoice.number %}
        {% set break = true %}
      {% endif %}
    {% endif %}
  {% endfor %}
your account is overdue with {{ App.formatMoney(customer_billing.deposit * -1 ) }}. Please make a immediate payment to avoid automatic suspension of your account.
{% endif %}

{# Text for reminder 3 #}
{% if "now"|date_modify("-"~all_reminder_days~" days")|date("j") == customer_billing.billing_date %}
{{ App.formatMoney(customer_billing.deposit * -1 ) }} overdue for longer than we allow. Please make a immediate payment to avoid automatic blacklisting.
{% endif %}

This reminder can be copied into template Account overdue reminder:

template

You can find template under Config → Templates and select type Reminder email or Reminder SMS.