Deadlines & Reminders

6 questions

What is the Deadlines page for?

The Deadlines page lists all your sent or overdue invoices whose due date is approaching or has already passed. It gives you a clear view of what needs to be collected, with three summary cards at the top: total deadlines, upcoming amount (invoices not yet due) and overdue amount (invoices past their due date). You can filter the view to show only Upcoming, only Overdue, or all deadlines together.

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How do I set up automatic reminders?

Go to Settings → Company, in the Payment reminders section. Enable the checkbox "Automatic reminders enabled", then enter the delays you want: Reminder 1 (e.g. 3 days before the due date), Reminder 2 (e.g. on the due date), and the overdue follow-up delay (e.g. 7 days after the due date). These reminders are sent automatically every night — no further action is required once the settings are saved.

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How do I send a reminder manually?

On the Deadlines page, each row has a "Send reminder" button. Clicking it opens a confirmation dialog with the client's name, then the email is sent immediately to the client's address. The date of the last reminder is shown in the dedicated table column, so you can see at a glance whether a client has already been contacted.

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Can the same reminder be sent twice for the same invoice?

Not for automatic reminders. Ledgerly records every reminder sent (automatic or manual) with its date and delay. Before each automatic send, the system checks whether that exact reminder (same type, same delay) has already been sent for that invoice — if so, it is skipped. This ensures a client never receives the same email twice. However, if you click the manual "Send reminder" button, a new reminder is created each time regardless of history.

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What happens when an invoice is marked as paid?

As soon as an invoice is set to Paid, it disappears from the Deadlines page — it is no longer awaiting payment. Automatic reminders also stop for that invoice since Ledgerly only processes invoices with the status Sent or Overdue. The history of reminders already sent remains accessible from the invoice detail page.

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Can I charge late payment fees to a client who does not pay?

Yes. On an overdue invoice, click « Late payment fees ». Ledgerly checks who the client is. For a business (a company or a self-employed person with a VAT number), the Belgian law of 2 August 2002 provides by law for interest at the legal half-yearly rate from the day after the due date and a fixed compensation of €40. For a private client, the Code of Economic Law first requires a free reminder with legal statements, then a 14-day wait, and the fees must be in your terms and conditions. The compensation is then capped: €20 up to €150 due, then €30 + 10% and €65 + 5% above €500, up to €2,000. In Settings → Company, the « Insert the model clause » button adds the clause to your terms and conditions. Reminders sent to a private client automatically contain the mandatory statements, and Ledgerly keeps their sending date as proof. The statement is sent by email. It is not an invoice: these fees are not subject to VAT.

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