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
| Level | Swiss convention | Typical timing |
|---|---|---|
| Reminder 1 | Friendly / Erste Erinnerung | 5–10 days after due date |
| Reminder 2 | Formal / Zweite Mahnung | 15–20 days after due date |
| Reminder 3 | Final notice / Letzte Mahnung | 30+ days after due date — precedes debt collection |
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
- Open the overdue invoice (Invoices → [invoice number])
- Click Send Reminder
- Select the reminder level (1, 2, or 3)
- Review and optionally edit the email body
- 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
| Variable | Value |
|---|---|
{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 |
Automatic reminders
Gäld includes a scheduled job that sends payment reminders for overdue invoices daily. Configure the reminder behaviour under Settings → Communications:
- Set the reminder schedule and escalation timing
- Customise email templates per reminder level
- Enable or disable automatic sending
When enabled, Gäld automatically sends reminders for overdue invoices according to the configured schedule.
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.
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.