Configure your scenarios

You’ve created your client profiles; now you can set up your reminder scenarios and associate them with your client profiles!

Reminder scenarios let you define the actions to be taken at each stage: advance notice, follow-up, and thank-you. This setup applies to each type of client and lets you choose whether to opt for automated reminders or not.  

When your account is created, and after the first data synchronization, two default reminder scenarios are provided for the "Standard" client profile—designed for clients with and without email addresses. 

We recommend creating as many scenarios as you have client profiles to ensure all clients are included in your reminders. 

Below, we’ll detail the steps to create and then edit a reminder scenario.  

Create a Scenario

Before proceeding, you must create your client profiles. 

•  Go to the Scenarios page (Settings > Scenarios) and click on the "Add Scenario" button:

•  A pop-up will appear asking you to select the client profile for which you want to add a new scenario.

           1. Use Existing Templates: The created scenario will have the same steps and templates associated with the selected profile (Standard in the example below).

           2. Do Not Use Existing Templates: The scenario will be created, and new templates will be generated for the selected profile. 

• Click on the "Add Scenario" button.

• You are now back on the Scenarios configuration page, and two rows have been created for the selected profile: one scenario for clients with at least one email address and another scenario for those without one (excluding any actions possible by email).

• You can now customize the steps in the scenario if necessary.
  
  

Edit a Scenario

• To edit a scenario, click on the small gear icon on the right of the row that you want to modify.

You will now access the configuration page for the selected scenario:

The Steps

You can activate up to seven steps:

• Advance Notice: This action notifies your client that the invoice due date is approaching. The notice is triggered X days before the invoice's due date (to be defined in the "Send at J-" field), which means that a reminder set to 0 days will not be sent.
  
  

  Credit notes are never included in advance notices during reminders. However, they are taken into account from the first reminder level onward.

  
  As soon as the due date of an invoice arrives, a reminder can no longer be sent and the action to be taken becomes a ‘reminder’ action.
  
  

• Up to five Reminders: Overdue invoices are reminded based on their reminder level. The first reminder (R1) is triggered X days after the due date (defined in the "Send at J+" field). Reminders at levels R2, R3, R4, and R5 are triggered X days after the preceding reminder.
  
  

• Thank-You: This step lets you acknowledge receipt of your client’s payment. It is triggered X days after the payment date (to be defined in the "Send at J+" field). The payment must be matched with the relevant invoices in your accounting system.
  
  

Communication Channels (Media)

Clearnox provides four communication channels: email, mail, telephone, and "other." If the actions are email or postal-based, you must attach a reminder template.

Automatic Reminder

This feature may not be available in your current package. If you wish to activate it, please contact the sales team at accountmanagers@clearnox.com.

The "Automatic sending" feature allows all reminder actions with "Yes" selected to be sent automatically. These are dispatched daily between 1:00 AM and 2:00 AM UTC.

Endless reminder

When an invoice reaches the last stage of the scenario, it reaches the maximum reminder level and is therefore no longer considered. 

To allow these invoices to continue to be send as a reminder, as long as they have not yet been paid, you can activate the endless reminder option at the top of the configuration page for each scenario. 

The last stage of the scenario will be proposed indefinitely, whether it's a reminder by telephone, postal or email. We suggest using the ‘email’ medium for the last stage of the scenario because it's easier to send in batch.

Endless reminder does not affect the reminder level of the invoice, which will remain the maximum reminder level for the scenario. 
However, you can find out how many times the invoices has been sent on the invoice details page, which can be accessed from the account balance.