Collect automatically with links

Set up a chase sequence for overdue invoices — reminder emails, fresh payment links, and optional retry charges against a saved payment method — configured once, running on its own from then on.

Before you start

• You need admin access to Global Settings.
• Decide your escalation ladder before you start: how many reminder stages, how far apart, and which ones (if any) should also attempt a charge.
• If you want different ladders for different customers, decide the tag you will use to match them — this is a plain text value you will also set on those invoices.

Steps

1. Go to Global Settings → Automated Collection.

2. Click New.

3. Choose a Process Type: Default applies to every overdue invoice that no other process claims; Criteria Based applies only to invoices tagged with a matching value.

4. Enter a Process Name.
5. If you chose Criteria Based, enter a Criteria Match Value — this must match, exactly, the value you will set in the invoice's own Automated Collection Criteria field.
6. Click Create.
7. Set a Default Sender Email, and tick Active.
8. Click Add Stage for each step of your chase sequence.

9. For each stage, set:

   Field	What it does
   Time Frame	Days After or Weeks After the invoice became overdue
   Interval	How many of that unit to wait
   Retry Payment	On, to also attempt a charge against the customer's saved payment method at this stage. Off to only send a reminder and a fresh link
   Email Template	The email sent at this stage
   Sender Email Overwrite	Optional — a different sender for this stage only

10. Repeat Add Stage for every step in your ladder, in order.

11. Click Save.

What you should see

Your process listed under Global Settings → Automated Collection, with every stage you added shown in order.

Nothing runs until the background job is scheduled

This chase sequence only advances if the automated collection job is scheduled — see Part 7 of the quick start guide. An invoice can sit overdue and untouched indefinitely if this step was skipped.

An overdue invoice that matches your criteria — or matches nothing, and so falls to your Default process — moves through your stages automatically as each one's wait period is reached, sending its email, retrying a charge if you configured one, and issuing a fresh payment link each time.

If it does not work

Symptom	Likely cause	What to do
Nothing happens to any overdue invoice	The background job is not scheduled	Part 7 of the quick start guide
An invoice you expected to use a specific process is using Default instead	The invoice's Automated Collection Criteria value does not exactly match your process's Criteria Match Value — this is a plain text match	Check both values for spelling, spacing and case
Retry Payment never actually charges anything	There is no saved payment method to charge, or the gateway does not support this kind of server-side retry	Save a payment method against the customer, and check the gateway reference
An invoice stopped progressing through the stages	Every configured stage has already run with no payment received	This is expected — the invoice is now considered exhausted; collect it manually, or reach out directly