Internal invoice reminders (with a follow-up task)

Not every overdue invoice should email the customer right away. Sometimes you want to chase it internally first — a call, a check — before a dunning email goes out. For that, an invoice reminder can now target your team only — and Univents creates a follow-up task automatically.

Where to set it

1. Open the invoice in the editor.
2. In the header, under Send reminders, you find the day chips (e.g. 14 / 30 days after the due date).
3. Right below, at Send reminder to, you choose who receives the reminder:
   • Customer — the usual payment reminder emailed to the customer.
   • Internal only — no customer email; a follow-up task is created for your team instead.
   • Customer + internal — both: an email to the customer and a task.

The choice saves immediately. Without an explicit choice the mode stays Customer, so existing invoices are unchanged.

The automatic follow-up task

As soon as an overdue invoice reaches a reminder threshold, Univents (for “Internal only” or “Customer + internal”) creates a task:

• Title: “Follow up on payment: <invoice number> (due since <date>)”.
• Linked to the event — the task shows up in the event’s task tab and in the overall task list. For an invoice without an event, it is created as a standalone task.
• Assigned to the responsible person, in this order: the invoice clerk → the event’s project planner → the workspace owner. If none of them is found, the task stays open and unassigned.

Why you won’t be flooded with tasks

There is only ever one open follow-up task per invoice. While the task is open, no second one is created — not even when the next reminder threshold is reached. Only after you complete the task, with the payment still open, does a new task appear at the next threshold.

Good to know

• Internal reminders and their tasks apply to invoices. Quotes, delivery notes and credit notes do not run this reminder job.
• The reminder only fires on a sent, overdue invoice — drafts and invoices that are not yet due trigger nothing.
• “Internal only” is guaranteed to send no email to the customer.