Reminders

Legalsense can generate reminder letters, also called dunning letters, for outstanding, unpaid invoices based on Word templates. Use this feature to chase overdue debtors without leaving Legalsense.

Manage templates

Go to Settings → Billing → Dunning to add one or more Word templates, in any available invoice language, that Legalsense uses to generate reminders. You choose the name of each template yourself, for example 1st reminder or 2nd reminder. See the Build reminder templates section below for what to put in the Word document.

The overview of existing Dunning letter templates.

Create letters

1. Go to Invoices → Debtor overview → Debtor management.
2. Use the search field at the top of the list of open invoices to find the invoices you want.
3. Select the checkboxes of the invoices you want to remind.
4. Click New reminders.

Debtor overview page, showing overdue invoices selected and the New Reminders button.

By default, Legalsense creates one letter per debtor. So if you select five invoices that all belong to the same debtor, Legalsense creates a single letter for that debtor. Legalsense assumes the letter should report all open items to the debtor, so when you create letters you can choose which invoices to include:

• All open invoices for the selected debtors (default): includes every outstanding invoice for the debtors related to the selected invoices, even invoices you didn't select and invoices that aren't yet overdue. Use this so the debtor gets a complete overview of what's outstanding.
• Only selected invoices: lists only the invoices you selected. Other outstanding invoices from the same debtor are left out.
• Only overdue invoices: lists every overdue invoice for the debtors related to the selected invoices, but leaves out invoices that aren't yet overdue.

Download letters

Click the MS Word icon on the right side of the table to download a single letter, or select invoices and click Download reminders to download a ZIP file containing multiple letters. You can also open an invoice in Legalsense and download its reminder letters from the Dunning letters section.

The menu of options for an invoice, including the Dunning letters button, and the word icon to download a single letter.

Build reminder templates

Start from the sample letter you can download on this page, and copy its invoice table into your own template. Legalsense fills in data using standard Microsoft Word MergeFields. The following fields are available in the letter:

The following fields repeat for each invoice in the invoice table:

We recommend using the sample letter on this page as your starting point wherever possible.

Important: If you want to use the option that merges multiple letters into a single download, the header and footer on the first page must be identical to the header and footer on the following pages. Microsoft Word has a separate Different first page option for headers and footers; make sure this option is disabled in your template.