Dunning
Dunning (the process of collecting overdue payments) helps you consistently follow up on outstanding invoices: from a friendly first reminder, through formal notices, up to handing the case over to a debt collection agency. Here you can see all dunning cases, manage them, and run automated dunning cycles.
What can I do here?
- On the overview (dashboard), see how many cases are at each dunning level and the total amount owed
- Start a dunning run that automatically processes all overdue cases and sends the appropriate reminders
- In "Cases", filter, search, and sort all dunning cases
- For a single case, manually send a reminder, record a payment, escalate the case (move it to the next dunning level), or close it
- View the history (timeline) of a dunning case
- Under "Settings", view the configured dunning-level schedule and the statutory default-interest rates
Step by step
- Get an overview: Open the "Overview" tab to see the total amount of all overdue receivables and the breakdown by dunning level.
- Start a dunning run: Click "Start Dunning Run" to automatically process all due cases — the system sends the appropriate reminders and escalates cases according to schedule.
- Work on a single case: Switch to the "Cases" tab, search or filter for the case you need, and click it to see details, history, and available actions (record payment, send reminder, escalate, close).
- Record a payment: Open the case, enter the amount and optionally a note, and confirm the booking — the remaining balance is reduced automatically.
/erp/dunning| Customer | Reference | Level | Amount | Due Since |
|---|---|---|---|---|
| Example Ltd | RE-202606-00118 | iReminder | EUR 1,240.00 | 12 Jul 2026 |
| Sample plc | RE-202605-00097 | !1st Notice | EUR 3,980.00 | 28 Jun 2026 |
| Example Trading | RE-202604-00061 | ×Collections | EUR 7,200.00 | 03 May 2026 |
/erp/dunningFields explained
| Field | Meaning | Notes/Impact |
|---|---|---|
| Order | Reference to the underlying order/invoice | Points to the original transaction |
| Customer | Name (and email address, if available) of the debtor | From customer management |
| Amount | Currently outstanding amount (including fees/interest) | The original amount is shown struck through next to it if different |
| Due Since | Due date and number of days overdue | Highlighted in red once the date has passed |
| Level | Current dunning level of the case | See Values & Status |
| Status | Overall status of the dunning case | See Values & Status |
| Original Amount (detail view) | Original invoice total without fees/interest | Basis for interest calculation |
| Dunning Fees (detail view) | Additional fees depending on the dunning level reached | Automatically calculated per the dunning-level schedule |
| Default Interest (detail view) | Statutory interest for the duration of the delay | Calculated per German Civil Code §288 (base rate plus 5% for B2C or 9% for B2B) |
Values & statuses
Dunning Level
| Label | Meaning | What happens next |
|---|---|---|
| Open | Invoice is due but no reminder has been sent yet | First stage of the dunning process |
| Reminder | A first, friendly payment reminder has been sent | Usually free of charge |
| 1st Notice | First formal dunning notice | Usually comes with a dunning fee |
| 2nd Notice | Final notice before escalation | Higher fee, clear warning of consequences |
| Collections | The case has been handed over to a debt collection agency | Highest escalation level |
Case Status
| Label | Meaning | What happens next |
|---|---|---|
| Open | Corresponds to dunning level "Open" | Case is active, no reminder sent yet |
| Reminder / 1st Notice / 2nd Notice / Collections | Corresponds to the respective dunning level | Case is active and can be escalated further |
| Paid | The full amount owed has been settled | Case is complete, no further action needed |
| Paused | The case has been temporarily halted | No automatic reminders until the case is resumed |
| Closed | The case has been manually ended | The outstanding amount is no longer pursued |
| Written Off | The receivable is considered uncollectible | Final status, no further pursuit |
Dunning-Level Schedule (default configuration, built into the system)
| Level | Days After Due Date | Fee |
|---|---|---|
| Open | Immediate | – |
| Reminder | 7 days | – |
| 1st Notice | 21 days | €5.00 |
| 2nd Notice | 35 days | €10.00 |
| 2nd Notice (repeated, final stage before collections) | 49 days | + €15.00 (plus default interest) |
| Collections | 63 days | – (no automatic fee on handover) |
Note: The "Settings" view in the admin currently shows different example values (among other things, Collections already after 49 days at €25.00). The table above reflects what actually happens.
Frequently asked questions
What happens when I click "Start Dunning Run"?
The system automatically checks all overdue cases, sends the appropriate dunning level by email, and escalates cases that have reached the next time threshold. At the end, you see a summary with the number of cases processed, reminded, and escalated.
How is the default interest calculated?
Under German Civil Code §288, private customers (B2C) are charged the ECB base rate plus 5 percentage points, and business customers (B2B) plus 9 percentage points. Current rates are shown in the "Settings" tab.
Can I pause a case without closing it?
Yes — a paused case temporarily receives no automatic reminders but remains an open receivable and can be resumed later.
What's the difference between "Close" and "Write Off"?
"Close" ends active pursuit of the case without making any statement about collectibility. "Write Off" explicitly marks the amount as uncollectible (e.g. in case of the debtor's insolvency).
Who may start a dunning run?
Any role holding the Edit payments permission - the same permission that opens sending a reminder, recording a payment, pausing and writing off. Among the roles that ship with the system those are Super Administrator, Administrator and Editor. Anyone with Read payments only (the Viewer role, for instance) can see dunning but cannot trigger the run.