Reminders

Buying and selling on credit is a common part of day-to-day business. When credit transactions help businesses build customer relationships and increase sales, they also create the need to track payments carefully.

Reminders in Zoho ERP helps your business follow up on unpaid invoices and bills. By sending timely reminder emails, you can ensure that customers and vendors are aware of the upcoming or overdue payments.

Zoho ERP allows you to send reminders either manually or automatically. This reduces the effort needed for follow-ups and improves cash flow by encouraging on-time payments.

Understanding Reminders

Reminders are used to notify customers, vendors, or the users in your organisation about the payments that are either due or overdue. You can send reminders for sales invoices to customers, and for bills to vendors, depending on your business requirements.

You can choose to send reminders manually when needed, or set up automated reminders that Zoho ERP sends based on the invoice or bill due date. Automated reminders ensure that no payment follow-up is missed.

Set Up Reminders for Invoices

For invoices, you can set up both manual and automated reminders.

Set Up Manual Reminders

You can send the following email reminders to your customers from whom you’ve created invoices in Zoho ERP:

• Reminder For Overdue Invoices: Remind customers to pay for invoices that are past their due dates.
• Reminder For Sent Invoices: Remind customers to pay for invoices whose due dates are approaching.

To configure these manual reminders:

• Go to Settings.
• Under Organisation Settings, select Reminders under Setup & Configurations.
• In the Invoices tab, under Manual Reminders, click the Edit icon next to the reminder you want to configure.
• In the pop-up that appears, make the required changes to suit your needs.
• If you want to insert placeholders in the email content, click the Insert Placeholders dropdown and choose the required one.
• Click Save.

Once you’ve configured the manual reminders, you can choose to send it to your customers. Here’s how:

• Go to Sales on the left sidebar and select Invoices.
• Select the invoice for which you want to send the reminder.
• Click Reminders at the top of the invoice’s Details page, and select Send Email from the dropdown.
• In the next page, verify the email and click Send.

The email will be sent to the respective customer.

Set Up Automated Reminders

You can set up automated payment reminders for your invoices to remind your customers about the invoices due and get paid faster. You can send automated reminders based on:

• Invoice Due Date
• Expected Payment Date

Based On Invoice Due Date

You can schedule reminders to be sent before or after the invoice’s due date. By default, there are three reminders:

• Reminder - 1: This reminder will be sent a few days before the invoice’s due date.
• Reminder - 2: This reminder will be sent on the invoice’s due date.
• Reminder - 3: This reminder will be sent a few days after the invoice’s due date. In other words, this is an automated reminder sent for overdue invoices.

All these reminders are disabled by default. You can enable the required ones based on your business requirements. To do this:

• Go to Settings.
• Under Organisation Settings, select Reminders under Setup & Configurations.
• In the Invoices tab, under Automated Reminders, slide the toggle next to the reminders you want to enable.
• In the pop-up that appears, fill in the required details.
• Click Save.

The reminder will be enabled. You can now schedule it for the required invoices. To do so:

• Go to Sales on the left sidebar and select Invoices.
• Select the invoice for which you want to send the reminder.
• Click Reminders at the top of the invoice’s Details page, and select Start Reminders from the dropdown.

The reminders will be sent to your customers, based on chosen preferences. If your customers have paid for the invoices, you can stop the reminders. Here’s how:

• Go to Sales on the left sidebar and select Invoices.
• Select the invoice for which you want to send the reminder.
• Click Reminders at the top of the invoice’s Details page, and select Stop Reminders from the dropdown.
• In the pop-up that appears, click OK to confirm.

The automated reminders will be stopped.

Based on Expected Payment Date

The reminders will be sent to notify the users in your organisation based on when the payment is expected for the invoices. To set up automated reminders based on the expected payment date:

• Go to Settings.
• Under Organisation Settings, select Reminders under Setup & Configurations.
• In the Invoices tab, under Automated Reminders, slide the toggle next to Payment Expected.
• In the pop-up that appears, fill in the following fields.
• Click Save.

The reminder will be set up. To configure it for your invoices:

• Go to Sales on the left sidebar and select Invoices.
• Select the invoice for which you want to set an expected payment date.
• Click Reminders at the top of the invoice’s Details page, and select Expected Payment Date from the dropdown.
• In the pop-up that appears, select the required date, and fill in the following fields:
  • Notes: Enter a short note on why you’re choosing this date. For example, if your customer has informed that they’ll pay you by the end of the month, you can include it here.
  • Don’t remind about the payment until then: Check this option if you don’t want to remind your customers until the chosen payment date.
• Click Save.

The reminder will be automatically sent to your customer, based on chosen preferences.

Set Up Reminders For Bills

You can set up automated reminders to make payments for the bills you’ve received. Once you enable them, the respective users in your organisation will receive an email on or before the bill’s due date, as configured by your admin. Unlike invoices, you can only set up automated reminders for bills in Zoho ERP.

To set up reminders:

• Go to Settings.
• Under Organisation Settings, select Reminders under Setup & Configurations.
• In the next page, switch to the Bills tab.
• Slide the toggle next to the reminder you want to set up for bills.
• In the pop-up that appears, fill in the required details.
• Click Save.

The reminder will be set up. Click + New Reminder to add and set up reminders in Zoho ERP, based on your business requirements.