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Send fee reminders for unpaid invoices

ChessCore can email guardians a set of reminders around an invoice’s due date. The feature is off until you turn it on. You can also send a reminder by hand for one invoice or several.

Written for: Owners and adminsUpdated

Steps

  1. Open the Billing settings page at the address /settings/billing. This page holds the reminder switches. The Billing tab in the Settings menu only shows your ChessCore plan.

  2. Find Automated fee reminders and turn on Enable the fee reminder lifecycle.

  3. If you also want a final notice email at the last stage, turn on Also send a final-notice email at T+14.

  4. To see what will go out, select Invoices in the sidebar and look at the Scheduled runs card under the invoice list. It shows each reminder stage, the date it runs and how many invoices and students it covers.

  5. To find unpaid invoices, choose the Overdue or Partly paid view on the Invoices page.

  6. To remind one family now, open the invoice and select Send reminder. The email is queued for the invoice’s guardians.

  7. To remind several families at once, select the invoices in the list, select Send reminder, then Send reminders. Families who muted fee messages are skipped.

Good to know

  • The stages are: 3 days before the due date, on the due date, 3 days overdue, 7 days overdue, and a final stage at 14 days overdue.
  • At the 14-day stage, ChessCore raises a finance escalation for a person to follow up. It only emails a final notice if you turned that switch on. Escalations appear under Fee escalations on the Finance dashboard view.
  • Reminders are emails. They never charge a card.
  • If the Scheduled runs card says automatic reminders are off, no reminder emails are scheduled.
  • Send reminder only shows to staff who can edit invoices, on an invoice that still has money owed and whose reminders are not held. Marking an invoice as disputed pauses its reminders while the dispute is open.
  • If no guardian can be emailed (no address, unsubscribed or fee messages muted), no reminder is sent and the page tells you why.
  • Only owners and admins can change the reminder switches. Other staff who open the page see them read-only.

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