Manage a payment reminder

Check a reminder and finalise a draft or close its follow-up.

Updated on September 7, 2026

A payment reminder brings together invoices for one customer and trade name. The current status determines which changes and follow-up actions are available. The detail and edit views show the same page. You need access to the administration and an active Billnado licence.

Reminder, customer and trade name

Field or setting	Meaning
Level and dates	Show the follow-up stages and when they were reached.
Reminder number	Identifies the final reminder. The number is absent on a draft and is read-only.
Date	The reminder date. You can only change it in a draft.
Expiration date	The deadline you use for this reminder. You can only change it in a draft.
Client	The customer with their VAT and address details. These details cannot be edited on this page.
Trade name	The sender within your administration. These details cannot be edited here.

Invoices and amounts

Column	Meaning
Invoice number	Identifies the included sales invoice.
Date	The date of that invoice.
Status	The current processing or payment status of that invoice.
Price incl. tax	The full invoice amount including VAT.

Information opens the invoice concerned to check the document and payments.

Field or setting	Meaning
Outstanding Amount	Shows the invoice amount brought together on the reminder card. For payment follow-up, also check the payments on the included invoices.
Administrative costs	The costs according to your administration’s reminder settings. You do not change them on this card.
Total amount	The amount on the card including administration costs.

For partial payments, check the invoices and their payment entries before deciding on further follow-up.

Payment and notes

Field or setting	Meaning
Structured reference	Lets you use a structured payment reference. The reference text then cannot be edited directly.
Payment reference	The reference used to identify payments for the reminder. With a free reference, you can enter the text yourself in a draft.
Reminder comment	A note on the reminder document. Editable only in a draft.
Internal note	Information for your own follow-up. Editable only in a draft.

Saving the payment details does not execute a payment.

System information

Under System information, Creation date shows when the reminder was added. Last update shows when it was last changed. Both fields are read-only.

Save and finalise a draft

After changes, use Save. Cancel restores the saved data. While the reminder is a draft, you can delete it with Delete; the underlying invoices remain.

Important: deletion permanently removes the draft. Check beforehand whether you want to keep the prepared reminder.

Create final reminder confirms the saved draft. The reminder receives a final number, becomes open and receives the first follow-up level. The document is prepared. This action does not itself send an email. To finalise it, the administration must still be able to create documents under its current licence.

Important: finalising locks the dates, payment details and notes on this page. Check these details before confirming the draft.

Close a paid reminder

At Paid or Outstanding payment, Close reminder appears. When fully paid, the total amount is covered; at Outstanding payment, the overdue invoice portion is covered and another amount may remain. Check the linked invoices before closing.

Closing processes the relevant invoice reconciliation and sets the reminder to Completed. This is an administrative action and does not make a bank payment.

Stop follow-up

For an open reminder, you can choose Stop follow-up. The status becomes No longer followed up. The invoices and any outstanding debt remain. Use this action when you deliberately stop following up this reminder; do not use it to record a payment.