Dunning

Quanty reminds your clients about payments on the days you choose, before and after the due date, in the client's language, by e-mail or WhatsApp. It writes each reminder (with AI or from your texts), waits for a person to send it unless you let it go out by itself, and steps back when the client promised to pay, when the invoice is paid, or when you pause it or hand it to a collection agency.

This page covers the settings, how a reminder is made and sent, the dunning state of an invoice, promises, pauses, the collection agency, failed reminders and the interest note.

Before you start

• Reminders go to clients with an issued, unpaid invoice that has a due date. An in-blanco invoice is never reminded.
• TMS settings, Dunning and the automatic action Payment reminders are changed by an admin; members read them.
• Writing, sending, pausing and handing over need a role that may change TMS data; a member limited to some TMS modules needs Finance.
• WhatsApp reminders need your organization's connected WhatsApp number (see WhatsApp).
• Each client's own way (standard, gentle, off, handled by the factor, own days) is on its card (see Invoicing terms).

How a reminder goes out

1. On each planned day (a step), Quanty prepares a reminder for every open invoice that is due for one.
2. It writes the text in the client's contact language: with AI, or from your texts.
3. With Approve first (the default), the draft waits for a person in Reminders to approve. With Automatic, it goes out by itself on the planned day, at the send hour or later, "in the name of the order's forwarder".
4. It goes by e-mail to the client's primary contact (or by WhatsApp), and the invoice records it.

No reminder goes out "when the client promised to pay on a given day, when another one went out in the last 48 hours or when the invoice is paid", nor while reminders of the invoice are paused, while it is with a collection agency, or when the client's reminders are off or handled by its factor.

The automatic action

TMS settings, Automatic actions, Payment reminders: when an invoice reaches one of its days, "Quanty writes a polite reminder to the client, by e-mail or WhatsApp". Its mode:

"The same choice (approve first or automatic) applies to the requests for documents." When to remind holds the steps: "Days relative to the due date: -5 is five days before, 0 the due date, +3 three days after." Promised payment is its own action: "reminders wait until that day; after it Quanty picks them up again and marks the promise as broken".

The Dunning settings

TMS settings, Dunning.

Under the send hour, a line says whether automatic sending is on: "Automatic sending is off: drafts wait for a person (Settings > Automations)."

Texts

1. Pick the Tone (Standard or Gentle) and the Language (Polish, English, German).
2. For each step, Write an own text (or keep the Default text): a Subject and a Text.
3. Insert fields from Fields you can insert: the invoice number, the amount to pay, the due date, the days to or after the due date, your company, the client, your bank account, the issue date and your signature. Unknown fields are refused ("Unknown fields: …").
4. Preview (sample invoice) shows the text filled in. Back to the default drops your own text.
5. Save the settings.

A step without its own text "Goes out with the own text of" an earlier step when you wrote one. With AI writes, "AI writes the steps without an own text; an own text goes out as written". A gentle client gets the gentle texts.

Reminders to approve

With Approve first, drafts wait in Reminders to approve. Open it from My work ("reminders to approve: 3") or from the Payment reminders action in the settings.

1. Read the draft: the channel (E-mail or WhatsApp), To, Subject and Message, marked Written by AI when the AI wrote it, and "reminder no. 2". All of it can be edited. Open the invoice opens the invoice.
2. Click Send (a changed text is saved first), Skip to move on, or Discard draft: "The message will not go out. Quanty may prepare a new one on a later planned day."
3. "Done: sent 3. Nothing else is waiting."

A reminder from the invoice

Payment reminder in an invoice's ⋯ (or Remind in its row on Receivables) writes one now.

1. "Quanty is writing the reminder", then: "Quanty wrote this in your name. Read it, change what you like, then approve and send."
2. Check To, Subject and Message.
3. Click Approve and send ("The reminder is on its way."), or Keep as draft.

When the AI is switched off for the TMS or for reminders, or cannot write the text, the text comes from your texts or a plain template in the same language. While your organization cannot use AI (for example when its AI credits are used up), Payment reminder and Remind are not shown. A reminder from the invoice is refused when the invoice is paid, has no due date or is with a collection agency, and it cannot be sent without an e-mail or phone in To. A pause, a payment promise, factoring or a reminder sent in the last two days hold back only the automatic reminders: a reminder a person writes and sends here still goes out.

The dunning state of an invoice

The invoices list and Receivables have a Dunning column and filter:

On the invoice, Reminders and promise shows the Reminder step ("Reminder step 2 of 3"), the Payment promise and "Reminders wait until …", and Dunning shows the state, the client's mode, a pause with its reason, a hand-over, and Reminders that did not go out.

Payment promise

When a client promises to pay on a given day, record it: Record a payment promise on Receivables, or on the invoice.

1. Payment promise: "The date the client promised to pay invoice …. Reminders wait until that day."
2. Pick the Promised payment date (today or later, within 180 days) and a Note ("Who promised and how, e.g. Anna from accounting, by phone").
3. Save the promise.

After that day, if the invoice is still open, reminders pick up again and the promise shows "promise broken" with the days since. Broken promises on Receivables lists them. Withdraw the promise: "Reminders resume at once."

Pause reminders

Pause reminders (in the invoice's ⋯): "Until this day Quanty drafts and sends no payment reminder for invoice …. Waiting reminders are cancelled."

1. Pick Pause until (today or later, at most a year ahead).
2. Write Why ("e.g. a dispute about the damage, the client asked for time").
3. Pause.

Pausing again with an earlier day asks first ("End the pause earlier?"). Resume reminders ends the pause: "The pause ends now; the next step of the ladder chases the invoice again." A running payment promise still holds reminders until its day.

Hand to a collection agency

Hand to a collection agency: "Quanty stops all reminders for invoice … and notes who has the case. Nothing is sent to the agency: download the collection pack and send it yourself."

1. Type the Agency (for example "Kancelaria Windykacyjna") and an optional Note (what was agreed, a case number).
2. Hand over. The invoice says "Handed to … on …" and the client's Documents tab lists the hand-over under Correspondence.
3. Download the collection pack: a ZIP with a copy of the invoice, the list of its reminders, today's interest note and a description. Send it to the agency yourself.

Take back from the agency (admins): "Reminders can go out again. Write why."

Reminders that did not go out

A banner on Receivables says "2 reminders did not go out" with Show: "Payment reminders of invoices that are still open. Fix the address if needed and send again."

Send again tries once more ("Sent", or "Did not go out again"); Cancel this reminder drops it. A reminder goes out again only while its text is still true: after a payment, a correction or a month, "This reminder is out of date (a payment, a correction or a month since). Write a new one from the invoice." It is also refused when a reminder of the invoice went out in the last two days or reminders of the invoice are paused.

Interest note

Interest note (on Receivables or the invoice) counts the "Statutory interest for late payment in commercial transactions and the recovery compensation for invoice …".

1. Pick the Language of the note (Polish, English, German) and Interest counted to.
2. Check the figures: Unpaid amount, Days of delay, the Interest periods with their Rate and Interest, Interest in total, the Recovery compensation and To pay in total.
3. Click Open to print and print or save it as a PDF from the browser.

The recovery compensation is EUR 40 for an amount owed up to 5 000 PLN, EUR 70 over 5 000 and under 50 000 PLN, and EUR 100 from 50 000 PLN, converted at the NBP mid rate shown. Without an NBP rate the compensation stays in EUR ("No NBP rate available. Convert the amount to PLN by hand.") and is left out of To pay in total. Quanty keeps a table of the statutory rates by half-year; a period whose rate is not confirmed in that table yet is marked to verify: "Check the current announcement in Monitor Polski before you send the note." On a day the invoice is not overdue: "No interest is charged."

Good to know

• A paid invoice, a cancelled one and an invoice without a due date are never reminded.
• Reminders follow the client: with off or handled by the factor nothing goes out automatically, and a person can still write one by hand.
• Each reminder is written into the invoice's history and listed on the client's Documents tab under Correspondence.
• Invoices copied from another system running next to Quanty are chased there.

Related pages

• Receivables: open invoices, promises and payments.
• Invoicing terms: each client's reminders.
• TMS overview: the automatic actions.
• WhatsApp: the number reminders can go from.