Dunning
Configure dunning levels, deadlines, fees and late-payment interest, and send reminders per invoice manually or automatically
→ Open invoice settings in SimpliServ · Open invoices in SimpliServ
Dunning reminds customers of open invoices – from a friendly payment reminder to the 3rd reminder with a dunning fee and late-payment interest. You set the levels, deadlines and amounts centrally and then create reminders per invoice manually or fully automatically.
The four dunning levels
SimpliServ has four fixed levels, run through in this order:
- Payment reminder – a friendly note, without a fee and without late-payment interest.
- 1st reminder – with a dunning fee and optional late-payment interest.
- 2nd reminder – with a dunning fee and optional late-payment interest.
- 3rd reminder – with a dunning fee and optional late-payment interest.
Each level can only be created once per invoice, and levels can't be skipped: only after a level has been sent is the next one proposed.
Configure reminders
You'll find the central settings under Administration → Invoices in the Reminders area.
Set automatic sending
Enable Send reminders automatically if due reminders should be created and sent automatically every day. If the toggle stays off, you create each reminder manually.
Set a new payment deadline
Under New payment deadline (days) you set how many days from creating a reminder count as the new payment term (default: 14 days).
Store the late-payment interest rate
Optionally enter a late-payment interest rate (% p.a.). If the field stays empty, no late-payment interest is calculated. Interest only accrues from the 1st reminder.
Deadlines and fees per level
For each level you set after how many days it takes effect:
- Payment reminder: days after the invoice due date.
- 1st–3rd reminder: days after the previous reminder.
For the dunning levels you additionally store a default dunning fee as a preset – in the reminder dialog it can be overridden per invoice.
Save
Click Save to apply the dunning settings.
Late-payment interest is calculated to the day: open amount × interest rate × overdue days ÷ 365. The dunning fee and interest are added to the open invoice amount in the reminder.
Dunning layout (PDF)
Every created reminder produces its own PDF. You maintain its design separately from the invoice:
→ Open the dunning designer in SimpliServ
Under Administration → Invoices you open the dunning designer (colours, logo, font, margins) via the Dunning layout card. Using the card's selector you assign a document template to the "Reminder" scenario. The subject and text of the reminder emails come from the email templates (the "Reminder" scenario) and can be adjusted per reminder on creation.
Create a reminder for an invoice
Reminders are always managed in an invoice's detail view – in the Reminders & payment reminders section.
Open the invoice
Under Finance → Invoices, open the invoice in question and scroll to the dunning area.
Create a reminder
Click Create reminder. The next matching level is pre-selected; already-existing levels are locked.
Check level, fee and text
In the dialog you adjust the dunning fee if needed. A summary shows the open amount, fee, late-payment interest, the total to be paid and the new payment deadline. The subject and message are pre-filled and editable – you can also have the text generated by AI.
Create or send directly
With Create you create the reminder as a draft (a PDF is produced). With Create & send it's additionally sent to the customer by email immediately.
Each reminder gets a status:
- Draft – created but not yet sent. Via Send you dispatch it, via Cancel you discard it.
- Sent – sent by email. Sent reminders can no longer be cancelled.
- Cancelled – a discarded draft.
You open the generated PDF per reminder via the PDF button.
Automatic sending
If Send reminders automatically is active, a daily run (07:00) checks all open, overdue and not-fully-paid invoices and automatically creates or sends the respective next due dunning level.
An invoice is dunned automatically when:
- automatic sending is active in the settings,
- the invoice is open, overdue and not paid,
- reminders for this invoice are not paused,
- the stored level deadline is reached (days after due date or after the previous reminder), and
- an email address is stored for the customer and automatic email sending is allowed.
If you want to exclude a single invoice from the automatic dunning run, enable the Reminders paused toggle in the invoice's dunning area. As long as it's active, no automatic reminders are created for this invoice – you can still dun manually once the pause is lifted.
More on invoices themselves is in the guide Create an invoice.
Related topics
- Create an invoice — the open invoices that dunning pushes along
- Payments & Mollie — recorded incoming payments end the dunning run automatically
- Email templates — maintain the subject and text of reminder emails via the "Reminder" scenario
- Document & receipt templates — design the layout of reminder PDFs and assign it to the "Reminder" scenario
- Invoice correction & credit note — correct faulty invoices instead of dunning
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