Chasing unpaid invoices

The Owed to the hall figures on the Invoices screen split what you are owed by how long you have been owed it. Money not yet due is normal; money owed for more than sixty days is the number to take to a committee meeting.

You can send any hirer a reminder yourself, from the row on that screen. That is free and always will be.

HallPro can also do it on its own, once a day: a courtesy note before the due date, one on the day, and two chasers after. Each one is sent once, never to somebody who has already paid, and never to somebody who was never sent the invoice in the first place. That part is on the Standard plan.

If an invoice is being sorted out another way — a hirer who has rung up, an amount in dispute — mark it Do not chase and it is left alone until you say otherwise.

For example: A hall switches chasing on in November with nine invoices going back to the summer. Each of those nine hirers gets one firm reminder, not the whole sequence at once, because only the latest reminder that has come due is ever sent. From then on the ladder runs normally.

Questions people ask

Will a hirer get four emails in a row?
No. One invoice can only ever produce one reminder a day, and only the firmest one that has come due. The earlier steps are marked as done rather than sent.

What if somebody pays the day a reminder goes out?
Mark the invoice paid and it stops immediately. The reminders also say plainly that the message may have crossed with a payment, and invite a reply, because on a village hall committee you will see these people on Saturday.

Can we change the wording?
Not from this screen, deliberately. The wording is written to stay civil about what is almost always an oversight. If you need something else, send that one by hand.

Who gets the copy?
Only the last and firmest reminder is copied to the address you set, and usually that is whoever will have to have the conversation. The earlier ones go to the hirer alone.