Payment reminders
Set up three reminder levels and send reminders for overdue invoices.
When an issued invoice passes its due date without full payment, Alya Books marks it overdue. You then create reminders in up to three levels, each with its own text and optional fee.
Set the levels
- Go to Settings → Reminders.
- Keep Reminders enabled switched on.
- For each level (1 to 3) set Days after due date, Reminder fee (AED), Subject and Text. Placeholders you can use:
{{number}},{{issue_date}},{{due_date}},{{total}}(the outstanding amount),{{fee}}and{{buyer}}. - Click Apply changes.
The defaults are a friendly reminder after 7 days, a second reminder after 21 days, and a final notice after 35 days with a fee of AED 100.
Create a reminder
- Open the overdue invoice. The Payment reminders card shows an Overdue badge, or the current level.
- Click Create reminder 1 (or the next level). Alya Books creates a reminder document with the subject and text filled in, the outstanding amount, and the fee of that level.
- The send dialog opens with the buyer's email address: the contact's Email, or, if it is empty, the contact person marked Receives invoices (the primary one first). Send it, or close and send later with Send on the reminder's row in the card.
The invoice now shows Level 1. Repeat for levels 2 and 3; after level 3 no further button is offered.
The Reminders list
Documents → Reminders lists every reminder with its number, invoice, recipient, level, date, status and amount. The row menu offers Open invoice, Download PDF, Send by email and Delete. If the PDF service is not configured on your environment, Download PDF opens a printable version in a new tab instead. New reminder lists the overdue invoices and opens the invoice page where the next level is created.
Good to know
- Reminders are only offered while something is outstanding; once the invoice is paid, the button disappears.
- Credit notes never get reminders.
- Deleting a reminder document does not lower the invoice's reminder level.
- The invoice list has a Reminder column (L1, L2, L3 or "due") and a Reminded chip.