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Payment Reminders

Gäld lets you send payment reminders for overdue invoices in three escalating levels. Each level has its own tone, customisable text, and optional late fee.

Reminder levels​

LevelSwiss conventionTypical timing
Reminder 1Friendly / Erste Erinnerung5–10 days after due date
Reminder 2Formal / Zweite Mahnung15–20 days after due date
Reminder 3Final notice / Letzte Mahnung30+ days after due date — precedes debt collection
Legal notice

A third reminder (letzte Mahnung) that sets a final deadline is required before initiating Swiss debt collection (Betreibung) under Debt Collection and Bankruptcy Act (SchKG/LP) Art. 63 ↗. Always consult a legal advisor for complex cases.

Sending a manual reminder​

  1. Open the overdue invoice (Invoices → [invoice number])
  2. Click Send Reminder
  3. Select the reminder level (1, 2, or 3)
  4. Review and optionally edit the email body
  5. Click Send

Gäld records the reminder date and level on the invoice. The invoice list shows the last reminder sent so you can track escalation.

Reminder email templates​

Each reminder level has a default template in the organisation's language. You can customise the template under Settings → Reminders:

  • Subject line
  • Email body — uses the template variables listed below
  • Footer — typically your bank details and payment reference
VariableValue
{customer_name}Customer's full name or company
{invoice_number}Invoice reference number
{invoice_date}Original invoice date
{due_date}Payment due date
{amount_due}Outstanding amount (CHF)
{payment_reference}QR-Bill payment reference
{iban}Your bank IBAN
{days_overdue}Number of days past due date

Adding a late fee​

You can add a late fee (Verzugszins / intérêt de retard) to a reminder:

  1. When sending a reminder, check Add late fee
  2. Enter the fee amount or percentage of the outstanding balance
  3. Click Send

Adding a late fee creates a new line item on the invoice and resets the due date to today + your standard payment terms. The invoice total is updated accordingly.

Swiss late interest

Swiss law does not require you to charge late interest, but it is standard practice. A common rate is 5% per annum (CO Art. 104). Always state the rate and calculation basis in your reminder.

Automatic reminders​

For hands-free follow-up, configure automatic reminder rules under Settings → Reminders → Automation:

  1. Click Add Rule
  2. Configure:
    • Trigger: X days after due date
    • Level: Reminder 1, 2, or 3
    • Enabled: toggle on
  3. Save

Gäld will automatically send the configured reminder for any invoice that reaches the trigger condition. You can add multiple rules (e.g. Reminder 1 at day 7, Reminder 2 at day 20).

Review before sending

Even with automatic reminders enabled, you can set Mode → Draft to have Gäld create draft reminder emails for your review, rather than sending immediately.

Reminder history​

Every reminder sent is logged on the invoice under the Activity tab:

  • Date and time sent
  • Reminder level
  • Recipient email address
  • Email subject

This log is useful if a customer disputes whether they were notified.

Stopping reminders​

To stop sending reminders for an invoice (for example, if the customer is in dispute):

  1. Open the invoice
  2. Click Hold Reminders
  3. The invoice is flagged — no automatic reminders will be sent until you remove the hold

Frequently asked questions​

Can I send reminders for invoices with partial payments? Yes. Reminders are sent for the outstanding balance, not the original amount.

Can I preview the reminder email before sending? Yes. Click Preview before clicking Send to see the rendered email.

Are reminders sent for cancelled invoices? No. Cancelled invoices are excluded from all reminder rules.