Debt collection: reminders and payment demands

"Należności" (Receivables) shows all open sales invoices, while "Windykacja" (Debt collection) shows only overdue ones, sorted by delay. The pages contain tiles ("Do zapłaty łącznie" (Total due), "Po terminie" (Overdue)), an ageing breakdown (1–30, 31–60 and over 60 days overdue) and a table with a "Przypomnienie" (Reminder) button.

Two stages

• 1–13 days overdue: "Przypomnienie" (Reminder). The text comes from a fixed template; the AI does not make it up.
• From 14 days overdue and only if the counterparty has a NIP: "Wezwanie do zapłaty" (Payment demand). It gives 7 days to pay and does not state interest or compensation amounts. A consumer (a counterparty without a NIP) always gets a reminder.

How Marek proposes

The team checks receivables every hour. A reminder is created as a regular low-risk action in the Team inbox and waits for "Approve" (requires write permission for sales). A payment demand is a high-risk advisory recommendation: it first goes to an expert in the "For review" queue and only after their approval appears in the owner's inbox, where the owner approves sending. One proposal is created per invoice and stage, and a rejected one does not come back. If the counterparty has no email address, an alert "Counterparty email missing" appears instead of an action.

Manual sending

The "Przypomnienie" (Reminder) button (on the list and on the "Windykacja" (Debt collection) card on the invoice) opens a window with the stage, recipient, subject and body, read-only. "Wyślij" (Send) sends an ordinary reminder if you have the permission to write sales. A payment demand can be sent directly only by an expert (the Accounting firm role) after ticking "Sprawdziłem treść" (I have checked the content); for everyone else the window indicates that this requires expert review. Instead of a demand you can send a gentler reminder.

• Only one message can be sent for each invoice and stage pair. Resending is possible only after the status "Błąd wysyłki" (Sending error).
• The status "W trakcie / niepotwierdzona" (In progress / unconfirmed) blocks a retry: check the outbox and decide manually.
• The message is sent on behalf of the company with Reply-To set to its contact email. It requires configured outgoing mail.