Find overdue invoices, send reminders, offer a payment plan and, as a last step, write off the balance.
Before you begin
- Permissions to send invoices; for write-offs, the write-off permission.
- Overdue invoices exist (issued invoices past their due date with a balance).
Find what is overdue
- Go to Billing → Invoices and select the Overdue card. The list shows overdue invoices only.
- Sort by Due or Balance, and filter by Payer.
- For an aged view by payer, go to Insights → Report library and open Receivables, cash and DSO: it shows outstanding balances as Current, 30–59, 60–89 and 90+ days.
Send a reminder
- CompanionAxis sends reminders automatically on your organisation’s schedule after the due date (by default 3, 14 and 30 days).
- To remind now, open the invoice and select Remind. The reminders badge counts how many were sent.
- To send the invoice again, select Resend, check To and select Send with PDF.
Overdue invoice detail with the Remind and Resend buttons and the reminders badge
Offer a payment plan
- Go to Billing → Payment plans and find the payer in Overdue balances.
- Select Statement to send them what is owed, then Set up plan (see Recording payments and payment plans).
- Invoices on an active plan stop getting normal reminders.
Write off a balance
- Open the invoice and choose More → Write off the balance.
- Type the Reason and select Write off.
- Above your write-off threshold, it waits in Home → Approvals inbox and nothing changes until it is approved. The invoice shows Write-off waiting for approval.
Tips
- NDIA-managed invoices are claimed, not reminded. Follow them up in Billing → Bulk claims.
- The Payment link in More lets private and self-managed payers pay straight away.
If something goes wrong
Nothing to remind: only sent invoices with a balance get reminders.
The invoice is paid, a draft, or not sent yet.
Write-off waiting for approval.
A write-off is already pending. Ask the approver to decide it in Home → Approvals inbox.
The Remind button is missing.
It appears only on overdue, non-NDIA invoices and needs the send permission.