Switch on the credit book and its reminders

The credit book lists every customer with a balance on their account and has its own simple reminder rhythm. Nothing in it shows, and no reminder is sent, until a manager switches it on. It comes with every plan that has Books, with or without the Collections workspace.

Before you start

• You need to be a manager or the owner. Settings pages are not open to other roles.
• If you also use the Collections workspace, read the credit book and Collections first: the two have separate reminders.

Steps

1. Open Settings → Credit book.
2. Tick Credit book and reminders. The book, the reminder list and the report appear for everyone with the Credit: who owes, record payments right.
3. Under Terms and limits, type Terms (days to pay): how many days an amount charged to a customer's account may wait before it counts as late. Each customer can have their own terms later.
4. In How customers can pay you, write your bank account, IBAN, payment app or wallet details exactly as customers should see them. They are printed on every statement.
5. Under Reminders, tick Prepare reminders every day when you are ready to start. It is off at first.
6. Set the rhythm: Days before the due day (0 = none), On the due day, When late: every … days and Stop after … reminders.
7. Optional: type a minimum in Only when at least, so small balances get no reminder.
8. Set Prepare them at (the time of day the list is built) and Quiet hours (for example 21:00 to 09:00).
9. Under Channels, tick WhatsApp (sent by hand from your own phones, one tap each), e-mail, or both.
10. Under Tell me each day, choose whether you get one daily note on Telegram (the owner alerts' bot) or by e-mail.
11. Optional: under Your own words (optional), write your own message for each tone. Leave a box empty to use the built-in polite message.
12. If your organisation has no public address yet, the page asks for one at the bottom. Type it there; statement links open at that address.
13. Select Save.

Good to know

• How the rhythm works. A customer gets a friendly note before and on the due day. When the amount is late, the first reminder is friendly, the next ones firm, and the last one (number N) final. After N reminders nothing more is sent for that debt; the count starts again once the account is paid.
• E-mails go out on their own to customers with an e-mail address, with an unsubscribe link. WhatsApp reminders wait on a list for someone to send them by hand; Kluvan does not send WhatsApp messages for you. See send the credit book's reminders.
• Nothing is sent in quiet hours, to a customer marked No reminders, or to a customer whose promise to pay has not reached its day.
• Due dates come from your terms. An amount is due on the day it was charged plus the terms. The credit book does not read the due date written on a Books invoice; the Collections workspace does. See the credit book and Collections.
• Keep your words polite. Rules on collecting debts differ by country; ask an adviser if you are unsure.
• In your own words you can use {name}, {amount}, {due}, {link} (the statement link) and a placeholder for your organisation's name; the page lists them above the boxes.
• Next: see who owes you in the credit book.