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Overdue reminders

Learn how to send automated reminders about overdue invoices to customers.

Overview

When an invoice is past due, it is a good idea to send an email reminder to the counterpart and suggest alternative payment options. With Monite API, entities can customize the contents of overdue reminders and the grace period after which these reminders are sent. Reminders can be configured on a per-invoice basis, as well as shared between multiple invoices.

How overdue reminders work

An overdue reminder is sent if the following conditions are met:

  • the counterpart has not paid the invoice in full before the due date,
  • the invoice has overdue_reminder_id specified (see below),
  • the specified number of days passes after the invoice due date,
  • counterpart setting reminders_enabled is true.

Overdue reminders are sent to the email address of the counterpart's default contact, which gets saved in the counterpart_contact.email field of the invoice.

All email reminders are sent from the [email protected] email address by default. You can customize the email domain nameโ€”@exampleCompany.comโ€” by configuring a mailbox for the entity. You can also customize the email sender name and username by updating your Monite partner settings. For more information, see Update partner settings.

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Note

Only one overdue reminder is sent per an invoice. However, multiple (up to three) payment reminders can be sent before the invoice due date.

Configure overdue reminders

To use overdue reminders, you need to create a reminder configuration and include it when creating an invoice.

1. Create an overdue reminder configuration

Call POST /overdue_reminders and specify the email subject, body, the number of days after the invoice due date to send the reminder, and a name for this configuration. The email subject and body can include variables such as {invoice_number} which will be substituted with the corresponding values. The email body can be a multi-line text string, with lines separated by \n.

curl -X POST 'https://api.sandbox.monite.com/v1/overdue_reminders' \
     -H 'X-Monite-Version: 2023-09-01' \
     -H 'X-Monite-Entity-Id: ENTITY_ID' \
     -H 'Authorization: Bearer ACCESS_TOKEN' \
     -H 'Content-Type: application/json' \
     -d '{
       "name": "Overdue reminder after 5 days",
       "term": {
         "days_after": 5,
         "subject": "Invoice {invoice_number} from {entity_name} is past due",
         "body": "Dear {contact name}\n\n,Thank you for doing business with us!\nOur records indicate that we have not received the full payment for invoice {invoice_number} which was due on {due_date}. The amount due is {amount_due}.\nIf you have already paid this invoice, please ignore this notice. Otherwise, please send the payment as soon as possible.\nIf you have any questions or want to arrange an alternative payment method, please do not hesitate to contact us at {entity_email}.\nBest regards,{entity_name}"
       }
     }'

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Note

To use the /overdue_reminders* endpoints with an entity user token, this entity user must have a role that includes the overdue_reminder permission.

The response contains the ID assigned to this configuration. You will need to specify this ID later when creating invoices.

{
  "id": "0cdb03db-b71c-4bac-96f5-360a2913953e",
  "name": "Overdue reminder after 5 days",
  ...
}

2. Specify the overdue reminder configuration for an invoice

When creating a new invoice or updating an existing draft invoice, you can use the overdue_reminder_id field to specify the desired overdue reminder configuration for this invoice:

curl -X POST 'https://api.sandbox.monite.com/v1/receivables' \
     -H 'X-Monite-Version: 2023-09-01' \
     -H 'X-Monite-Entity-Id: ENTITY_ID' \
     -H 'Authorization: Bearer ACCESS_TOKEN' \
     -H 'Content-Type: application/json'
     -d '{
        "type": "invoice",
        "overdue_reminder_id": "0cdb03db-b71c-4bac-96f5-360a2913953e",
        ...
     }'

Preview an overdue reminder email

After configuring an overdue reminder, you can preview the reminder email before sending it out. This step can be helpful when troubleshooting email template layouts for a payment reminder to ensure the final presentation aligns with your template design.

To preview an overdue reminder template, send a POST request to the /receivables/{receivable_id}/preview endpoint as shown:

curl -X PUT 'https://api.sandbox.monite.com/v1/receivables/411dc6eb...6289b3/preview' \
     -H 'X-Monite-Version: 2023-09-01' \
     -H 'X-Monite-Entity-Id: ENTITY_ID' \
     -H 'Authorization: Bearer ACCESS_TOKEN' \
     -H 'Content-Type: application/json' \
     -d '{
       "subject_text": "Regarding your overdue invoice #{invoice_number}",
       "body_text": "Dear {contact_name},\n\nKindly be aware that your invoice #{invoice_number} is now 4 days overdue!\nPer our agreement, this invoice was due on {due_date}. This means that a late payment fee may be applied if the a proof of payment is not presented in the next 10 days\nPlease pay the balance of {amount_due} (invoice #{invoice_number}).\n\nFor any questions or concerns, please donโ€™t hesitate to get in touch with us at {entity_email}. We look forward to serving you again and wish you all the best!",
       "type": "final_reminder"
     }

The type field determines the type of receivable document to be previewed and is a required field for previewing payment reminders. For overdue reminders, the value of the type field must be final_reminder.

Disable overdue reminders

There are several ways to prevent overdue reminders from being sent.

For a particular invoice

You can disable overdue reminders for a particular invoice. To do this, make a PATCH request to the /receivables/{receivable_id} endpoint and set the value of the overdue_reminder_id field to an empty stringโ€”""โ€”or null.

For specific counterparts

By default, payment reminders are enabled for all counterparts of an entity.

If you want to disable reminders for a specific counterpart, make a PATCH request to the /counterparts/{counterpart_id} endpoint and set the reminders_enabled field to false as shown:

curl -X PATCH 'https://api.sandbox.monite.com/v1/counterparts/6291de...3699' \
     -H 'X-Monite-Version: 2023-09-01' \
     -H 'X-Monite-Entity-Id: ENTITY_ID' \
     -H 'Authorization: Bearer ACCESS_TOKEN' \
     -H 'Content-Type: application/json' \
     -d '{
       "reminders_enabled": false
     }'

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A successful request disables both overdue reminders and payment reminders for the counterpart.

For all counterparts of an entity

To disable reminders for all counterparts of a specific entity, make a PATCH request to the /entities/{entity_id}/settings endpoint and set the value of the reminder.enabled field to false.

curl -X PATCH 'https://api.sandbox.monite.com/v1/entities/692b50...09da8/settings' \
     -H 'X-Monite-Version: 2023-09-01' \
     -H 'Authorization: Bearer YOUR_PARTNER_TOKEN' \
     -H 'Content-Type: application/json' \
     -d '{
          "reminder": {
            "enabled": false
          }
      }'

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A successful request disables both overdue reminders and payment reminders for all counterparts of an entity.

To enable reminders again, set the value of the reminder.enabled field back to true.