Sending payment reminders (automatic and manual)

If an invoice remains unpaid after the due date, NumNum can automatically remind your customer, or you send a reminder yourself at a moment of your choosing. Both use the same reminder texts, which you fully control.

Setting up automatic reminders

1. Go to Settings → Emails and scroll to Automatic reminder settings
2. Tick Activate automatic reminders
3. Set the timing per reminder: On the due date or a number of days after the due date
4. Write the subject and message for each reminder, per language (NL/FR/EN/DE), so every customer receives the reminder in the language of their invoice
5. Use + to add extra reminders; click Save

Three reminders are set up by default: on the due date, after 14 days and a final one after 31 days. You can fully customise the texts and timing.

In your texts you can use variables that are filled in automatically, such as #klant_bedrijf, #factuur_nummer, #factuur_vervaldatum, #factuur_totaalbedrag, #factuur_openbedrag, #factuur_link, #bedrijf_iban and #factuur_betaal_ref.

ℹ️ Automatic reminders are available depending on your subscription (included in the higher plans, as an add-on for smaller ones). Don’t see the settings? Contact help@numnum.be.

Enabling reminders per customer or per invoice

Besides the general setting, you also determine who receives reminders:

• Per customer: on the customer card, tab Document settings, tick Send an automatic reminder email to the customer. New invoices for that customer inherit this setting.
• Per invoice: in the invoice settings (gear icon) you can switch the Reminder option on or off for that single invoice.

When does an automatic reminder go out?

• Reminders are processed every morning. A reminder “on the due date” therefore goes out the next morning after the invoice has become overdue.
• The next reminder counts from the previous reminder: an invoice that has been overdue for a long time never receives several reminders at once, but goes through the series neatly, one by one.
• The reminder always goes by email (including for invoices you sent via Peppol) to the customer’s current email address (or the linked contact person). No PDF is attached; the customer opens the invoice via the View online button.

When is no reminder sent?

An invoice is automatically skipped if:

• it has not yet been sent to the customer (by email or Peppol), so a draft never gets a reminder;
• there is no open amount left (paid, or fully offset by payments/credit notes);
• it has been (partially) credited;
• the customer has no valid email address;
• the reminder for that step has already been sent (never twice).

💡 Want an overview? Enable the notification Automatic reminders summary under Settings → My account → Email notifications. You’ll then receive an overview each time of which reminders were sent and for which invoices it failed (with the reason).

Sending a reminder manually

For an overdue invoice you can send a reminder yourself at any time:

1. Go to Invoices and find the overdue invoice (status Overdue)
2. Open the action menu (⋮) next to the invoice and choose Send reminder
3. Under Use text from, choose which reminder text to use (Reminder 1, 2, …); reminders that were already sent are marked
4. Feel free to adjust the subject or text
5. Want to include the invoice as an attachment? Then tick Attach the document as a PDF to the email
6. Click Send reminder

The option appears from the day after the due date has passed, including for partially paid invoices.

💡 By post: you can also send a reminder by letter. The reminder text is then printed as an extra first page before the invoice.

Following up sent reminders

• In the invoice list you’ll see a bell icon next to invoices for which reminders have already gone out.
• Click it (or open the invoice’s mail statistics, tab Reminders) for the full history: when sent, to whom, and whether the customer has viewed the email.

Frequently asked questions

Why didn’t my customer receive a reminder? Check that automatic reminders are active (Settings → Emails), that the option is enabled on the customer/invoice, that the invoice was actually sent, and that an open amount remains. See the list of skip reasons above.

Does a manual reminder count in the automatic series? No. A manual reminder doesn’t change the schedule of the automatic series; it does show up in the history.

Do proformas get reminders too? Yes, automatic reminders also apply to overdue proformas (with the same settings).