Chasing unpaid rent automatically

Allotmin can email members who still owe money on the current billing year, on a schedule you set, and stop when they pay.

This is the only email Allotmin sends without somebody pressing a button, so it is off until you turn it on.

Find it under Billing → Reminders.

What you decide

• When the first one goes — a number of days after the rent due date.
• How often it repeats after that. Set it to zero to chase once and leave it.
• How many to send in total, so nobody gets chased forever.
• Who it comes from, using one of your sender profiles.
• What it says. Write it yourself. There is a list of the things you can drop into it — their name, what they owe, what the invoice came to, an itemised breakdown, the due date, how many days late they are.

Check the preview before you switch it on

The same page shows you exactly who would be emailed and, for everybody who would not, the reason why. Somebody with no email address, somebody who has already had the maximum, somebody whose first reminder is not due yet — it says which.

The preview and the real thing use the same rules, so what you see there is what goes out.

Who gets chased

Only people who owe money on the year you are currently in, who have an email address, and who have not had their full quota of reminders. Once somebody pays, they drop out on their own.

Old years are left alone deliberately. Arrears from two years ago stay on their own page rather than turning into an automatic email.

Sending one by hand

There is a Send now button for when you would rather do it today than wait for tonight. It uses the same counters as the automatic run, so somebody you chase by hand will not also be chased tomorrow.

Everything is logged

Every reminder appears in that member's correspondence record, marked as an automatic reminder, so you can see what was sent and when without going looking in your own sent items.