Vacation Rental Management for busy people!

Set up payment reminders and overdue notices?

Background

Payments have due dates based upon the settings entered for each property on the "Setup>Main >> Property>Payments" tab. On that tab you set:

  • The amount due at time of Booking
  • When the balance payment is due
  • When any refundable amount is due from the guest and
  • When any refundable amount is to be refunded back to the guest

At any time, the system knows:

  • What amount is Owed
  • How much has been Paid and therefore
  • How much is Due

Setting a reminder

This is done on the "Setup>Main >> Reminders/Actions" tab.

When setting a reminder for payments, always choose the "Payment Due" trigger (not a date trigger, such as Arrival Date). This way, if no payment is due then the reminder will not activate (if you choose a date trigger then the reminder will always activate).

Create a reminder 2 weeks before a payment is due

  1. Click to open the "+ NEW REMINDER" section
  2. Enter your Reminder Name for this, eg "Payment Due Soon"
  3. Choose "Payment Due" from the Trigger Event drop-down
  4. Enter "14" and "Before" in the Days field line
  5. Don't check the Do Automatically box until you are sure that this is working as you expect.
  6. Set Perform Action to "Send Email" if you intend to send an email reminder
  7. Choose your email template in Action with (use the Predefined one called "Payment Reminder" if you don't have your own).
  8. Set Action to to be "Guest"
  9. Click "Save" and verify that any new To Do items have been created as expected.

Create an Overdue reminder 2 days after it's due

  1. Click to open the "+ NEW REMINDER" section
  2. Enter your Reminder Name for this, eg "Payment Overdue"
  3. Choose "Payment Due" from the Trigger Event drop-down
  4. Enter "2" and "After" in the Days field line
  5. Don't check the Do Automatically box until you are sure that this is working as you expect.
  6. Set Perform Action to "Send Email" if you intend to send an email reminder
  7. Choose your email template in Action with (use the Predefined one called "Payment Overdue" if you don't have your own).
  8. Set Action to to be "Guest"
  9. Click "Save" and verify that any new To Do items have been created as expected.