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Set reminders by how overdue an invoice is
Build reminders around overdue age rather than sending the same message repeatedly. A practical starting policy is one polite first reminder followed by one or two escalation levels, each with a clearly defined threshold. Keep the message and tone appropriate to the stage.
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The control names and available filters vary by product. Business Central uses reminder terms and levels; SAP dunning procedures use levels tied to days in arrears; Sage Intacct can filter dunning levels by overdue-day and invoice-amount ranges and use a different template for each level. See Business Central reminder terms and levels, SAP dunning frequency and interval documentation, and Sage Intacct’s dunning overview.
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Build in time for payment processing
A reminder can become obsolete between a customer paying and the payment appearing in the receivables system. Configure a grace period or equivalent delay before the next reminder is eligible, and set a minimum interval between contacts where the product supports it. This helps account for processing and ledger-update time rather than treating every still-open item as a reason to send another email immediately.
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Business Central’s documentation says reminder levels can include a grace period intended to prevent reminders for bills a customer has already paid. Dynamics 365 Finance offers “quiet days” so its automated process does not contact a customer too frequently. SAP dunning intervals define the minimum time before an account can be dunned again while overdue items remain. The precise behavior depends on the product configuration; confirm whether the interval applies per invoice, account, or contact. Sources: Business Central, Dynamics 365 Finance, and SAP.
Suppress reminders for exceptions
Do not let routine automation pursue an invoice that needs human attention. Put disputed invoices, active payment arrangements, and sensitive customer cases on hold or behind a dunning block until someone reviews them. SAP documents account- and item-level dunning blocks that exclude the blocked account or item from a run.
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Check how your automation treats held entries. Business Central’s reminder automation includes a setting to create reminders for entries on hold, so verify that the selected option matches your policy rather than assuming a hold always suppresses a notice. See SAP dunning and Business Central reminder automation.
Use pre-due notices selectively
An early notice can help a customer act before an invoice is overdue, but it should be a deliberate step—not an automatic message for every stage of the collection process. Dynamics 365 Finance supports a pre-dunning step in a collections process hierarchy and lets administrators configure the email recipient. Choose a suitable point before the due date and make sure the message goes to the customer’s correct accounts-payable contact. See Microsoft’s collections process automation documentation.
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Review the batch and recipient rules
Before enabling unattended sending, review which customers and invoices qualify, which level-specific template will be used, and who will receive each message. SAP Business ByDesign describes creating a proposal list that can be reviewed and edited before notices are created. Sage Intacct provides customer-range, customer-type, or customer-group filters and supports templates by dunning level. These controls help catch wrong recipients and unsuitable messages before they become repeated contacts. Sources: SAP’s dunning documentation and Sage Intacct’s dunning overview.
Compare the controls your software provides
| Product documentation | Relevant controls described |
|---|---|
| Microsoft Dynamics 365 Business Central | Reminder terms and levels, grace periods, automation cadence, and a setting governing held entries. Terms and levels; Automation. |
| Microsoft Dynamics 365 Finance | Collections process strategies, one pre-dunning step per hierarchy, recipient configuration, and quiet days. Documentation. |
| SAP receivables and dunning | Dunning levels, grace days, minimum days in arrears, run intervals, and account- or item-level blocks. Frequency and interval; Dunning; SAP ERP dunning procedures. |
| Sage Intacct | Dunning levels filtered by overdue days and invoice amount, with distinct templates by level. Documentation. |
Capabilities are product- and version-specific. Confirm the available settings and their exact behavior in your organization’s edition and region before applying a policy.
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Roll out a measured starting policy
- Define one initial overdue reminder and one or two later escalation levels, with explicit overdue-age thresholds.
- Set a grace period after payment or before first eligibility so payment processing and ledger updates have time to clear.
- Use a minimum quiet interval between contacts to the customer—not only between reminders on an individual invoice—if your system supports it.
- Hold disputed invoices, active payment arrangements, and sensitive cases for review; confirm that held items are excluded by the chosen automation settings.
- Add a pre-due notice only where it is useful, and verify its recipient.
- Review proposed batches at first. Monitor overdue aging alongside duplicate-contact complaints, opt-outs, and disputes, then adjust the cadence based on those observations.
This is an operational starting point, not a proven universal schedule. The vendor documentation describes product behavior, not comparative collection outcomes; it does not establish a best cadence or a specific percentage reduction in late payments.
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