- Open a finalised invoice. Below the invoice, you will see the payments section and the outstanding amount.
- Click Record payment, enter the date, amount and an optional note, then save. If the customer pays in instalments, record each payment separately. The status changes to Partially paid, then Paid once the full amount has been paid.
- If you have set an IBAN and an amount is still outstanding, the invoice and PDF display a payment QR code labelled Scan to pay. Your customer scans it with their banking app: the amount, account and structured payment reference are already filled in.
- Go to Settings > Reminders. Reminders are switched off by default. There are three levels, set by default to 7, 14 and 30 days after the due date. Enable the levels you want to use, adjust the number of days, subject and message if needed, then click Save.
- Each morning, ProFactuur sends any reminder that is due, with the invoice attached as a PDF. Each level is sent only once per invoice, and reminders stop as soon as the invoice is paid.
- Want to send a reminder yourself? Click Send reminder on the invoice. You can also see which reminders have already been sent.
- If a customer does not want reminders, tick Do not send automatic payment reminders to this customer in their customer record.
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