---
title: "Dunning notices and reminders"
date: 2025-05-21
author: "Christian Meggendorfer"
featured_image: "https://www.easybill.de/wp-content/uploads/2023/01/Mahnungen-Erinnerungen-erstellen.png"
---

# Write and send dunning notices and payment reminders

Boost your company’s **liquidity** today and save valuable time by optimizing your payment processes with **automated dunning notices and payment reminders**.

- Write and send dunning notices
- **On-time payment** of your invoices
- Effective and **efficient payment processes**

[Try it for free now](https://app.easybill.de/signup?lang=en)

## **Integrated automated dunning**

Don’t want to check every day which **invoices** have already been paid and which are still outstanding? Set up your own rules to control your **dunning process**. Let the system create **automated dunning notices** and **payment reminders**. Your dunning notice can be sent by post, email, and fax.

- Multi-level dunning process
- Automated creation of payment reminders and dunning notices
- Predefined dunning fees
- Include and exclude customers and customer groups

![](https://www.easybill.de/wp-content/uploads/2026/02/placeholder-1-e1771428780238.png)

![](https://www.easybill.de/wp-content/uploads/2026/02/placeholder-2-e1771433931203.png)

## For greater efficiency: Automated payment reminders

Save your customers dunning fees!

Use **automated dunning** to also create a **payment reminder** if the **invoice** hasn’t even reached its due date yet. Remind your customers quickly and easily of upcoming payments when payment terms are long.

![](https://www.easybill.de/wp-content/uploads/2026/03/testimonial-hero-placeholder.jpg)“[](https://www.easybill.de/kunden)[Fast, secure, easy: I couldn’t imagine taking on the administrative effort I’d have today without easybill.](https://www.easybill.de/kunden)

”

![kundin haarpunkt-group](https://www.easybill.de/wp-content/uploads/2021/09/kundin_haarpunkt-group.png)

**Fadime Demircan**

Haarpunkt Group

## ****Write legally compliant payment reminders****

Unpaid invoices are a nuisance? Still, appear professional and create a multi-stage dunning process with the help of pre-written **payment reminders and dunning letters**. Decide for yourself on the wording, the sequence, and also the amount of dunning fees. easybill provides you with legally compliant texts and ensures the correct transfer of invoice number, invoice date, and amount. You can get started right away and create your first dunning letter.

- pre-written payment reminders and dunning letters
- custom texts and wording possible
- legally compliant content
- Send directly from easybill to your customers

![](https://www.easybill.de/wp-content/uploads/2026/02/placeholder-1-e1771428780238.png)

![](https://www.easybill.de/wp-content/uploads/2026/02/placeholder-2-e1771433931203.png)

## **Avoiding payment defaults**

Your customer doesn’t respond to payment reminders and dunning letters? The invoice remains unpaid? Use the options provided by our partner mediaFinanz and the **integrated interface** in easybill.

If your **dunning process** doesn’t bring a solution, as a final step, transfer the claim directly from easybill to **debt collection**. Discover more easybill integrations!

- Direct interface to debt collection
- Transfer including accrued dunning fees
- Free registration with mediaFinanz
- No additional costs for you for the collection of the claim

## Get started now

Try easybill for 7 days completely free of charge and with no obligation. No credit card required.

[Start free trial](https://app.easybill.de/signup?lang=en)

[Explore features](/en/features)

## **Difference between**  
**Payment reminder and dunning notice**

## **Payment reminders**

- A payment reminder is written in a friendly tone to politely remind the customer of the outstanding payment.
- As a rule, a payment reminder does not set an immediate deadline for payment; instead, the customer is kindly asked to settle the outstanding amount soon.
- A payment reminder often emphasizes appreciation for the business relationship and assumes it may have been an unintentional oversight.
- The reminder contains clear information about the outstanding invoice, but the focus is on encouraging the customer to pay voluntarily.
- The payment reminder closes in a friendly manner and thanks the customer in advance for prompt settlement.

## **Dunning notices**

- A reminder has a more assertive tone and alerts the customer to the serious situation that the payment is overdue.
- A reminder sets a clear payment deadline and informs about possible consequences of late payment, such as reminder fees or legal action.
- In contrast to a payment reminder, a reminder emphasizes the urgency of settling the outstanding payment immediately.
- Reminders may contain legal notices and make the customer aware that further legal steps could be initiated.
- A reminder points out the possible consequences of continued late payment and can be a final notice before legal action.

## **Reconciling outstanding invoices**

Is it time-consuming to reconcile outstanding invoices with online banking or—worse still—with bank statements?

With integrated bank account reconciliation, easybill checks your incoming payments and assigns them to your invoices. This might even automatically save you from having to send one reminder letter or two.

- Integrated bank account reconciliation
- Custom filters for reconciliation possible
- Accessible to employees via permissions management
- Assignment to outstanding invoices
- Perfect combination with automated dunning

![](https://www.easybill.de/wp-content/uploads/2026/02/placeholder-1-e1771428780238.png)

![](https://www.easybill.de/wp-content/uploads/2026/03/cta-placeholder-1-300x250.jpg)

## **Write professional reminders** 

- Send payment reminders & reminders automatically
- **Automated & reliable payment reminders** reduce the risk of errors and delays.
- Individually customizable wording & text

[Try for free now](https://app.easybill.de/signup?lang=en)

[View more features](https://www.easybill.de/en/features/)

## Our video tutorials on payment reminders and reminders

Would you like to learn more about how payment reminders and reminders are created in easybill? Then check out our video tutorials with Benjamin!

[Go to easybill TV](https://www.youtube.com/@easybillTV)

## **Frequently asked questions**  
about payment reminders and dunning notices in easybill

### Can I customize the dunning notices to suit my needs?

Yes, it is possible to customize the dunning notices to suit your needs. To do this, you can, for example, adjust the **content, the appearance, and the number of days** after which a dunning notice should be created and sent.

### When should you send a payment reminder?

You can send a **payment reminder** if your customer has not paid the invoice on time. It is recommended to send the reminder **about a week after the invoice due date** or a few days before the deadline expires.

It is important to remain polite and professional in your wording. This can help customers make their payments **faster**. To avoid the tedious manual writing of payment reminders, you can use easybill, for example, to **automate** this process.

### Does easybill send payment reminders automatically? 

easybill gives you the option to send automated payment reminders to your customers. These reminders can also be sent before an invoice is due to remind the customer in advance of the payment that will be due shortly.

### Can easybill create dunning notices?

Yes, easybill can create dunning notices as well as payment reminders. The number of dunning notices is not limited and can be adapted entirely to your individual case. You can set up standard templates with corresponding texts for all dunning notices.

### Are dunning notices and reminders sent by email or SMS?

They can be sent by post, email, or fax.

### How do you write a friendly payment reminder? 

Start your friendly payment reminder with a polite and respectful salutation, for example, “Dear Mr. Mustermann”.

Express in a positive tone that you are grateful for the business relationship so far, and kindly point out the outstanding payment. Provide clear information about the unpaid invoice, such as the invoice number, amount, and due date.

Also offer your customer the opportunity to clarify any uncertainties or discuss payment issues. Close the reminder in a friendly manner and express your hope that payment will be made soon. Thank the customer in advance for taking care of it promptly and show your appreciation for the collaboration.

### How do I word a dunning notice correctly? 

In a dunning notice, you should first politely but clearly point out the outstanding payment and state the invoice due date. Name the outstanding amount and set a **clear deadline** for payment by pointing out possible consequences of late payment.

Finally, you should offer your customer the opportunity to clarify any uncertainties and provide your contact details for any questions.

### How often can you send a dunning notice?

The number of dunning notices you can send is not regulated by law. However, it is recommended to send no more than **three dunning notices**.

The first dunning notice should be friendly, the second more insistent, and the third worded as a “final notice”. It is important that dunning notices are worded **politely and professionally** and comply with the **legal requirements**.

## easybill reviews

Our customers love us

- Marcus Frotscher (MarcusFRA) ★★★★☆ 2 weeks ago Erstnutzer einer E-Rechnung Software und lediglich aus Sicht eines Kleinunternehmen ohne bisher umfangreiche Automatisierung und Integrationsprozesse. Einstieg in das Tool easybill Invoice - trotz fehlender Vorkenntnisse\* war relativ leicht. … More Ebenfalls sehr gute Unterstützung beim ersten Einrichtungsservice Call. Auf Fragen wurde mit bedacht eingegangen - und auch gute alternative Workaround-Vorschläge bezüglich der individuellen Anforderung. Ein Stern-Abzug bezüglich fehlender mehrsprachiger Artikel- und Dienstleistungsstamm (Konfiguration) Möglichkeit\*\*, welcher zu einer Doppelung von Set-up Maßnahmen beinhaltet sofern man einen internationalen Kundenstamm betreut und von vornherein, standardisierte Übersetzungen für Serviceleistungen, Textbausteinen, usw. berücksichtigen will.  
     \* zu 80% habe ich meine Konfiguration mit Unterstützung von Google Gemini gemacht - sprich, der KI mitgeteilt, dass ich easybill als E-Rechnungstool ausgewählt habe. Dann den jeweiligen Konfigurationsbereich benannt (der Pfad ist dank Einrichtungsunterstützung innerhalb dem Set-up "Path" von easybill eh vorgegeben) - z.B. Dienstleistungen: habe der KI gesagt was ich brauche bzw. gefragt was die KI als üblichen Standard für die Art unseres Unternehmens empfiehlt, inkl. Schritt-für-Schritt Erklärung wie der Set-up innerhalb von easybill Invoice vorgenommen wird.  
     \*\* das System unterstützt aber eine automatisierte KI-Übersetzungsfunktion innerhalb der Dokumenten/Angebots-/Rechnungstellung, usw.
- Thomas Marino Hillus ★★★★★ 4 weeks ago Ich habe mich für die easy Bill Software interessiert und per Mail eine Anfrage gestellt. Sehr schnell habe ich eine Antwort und einen Beratungstermin per Videokonferenz über Google erhalten. Sehr kompetenter Mitarbeiter hat sich. Genau … More gemeldet und mich innerhalb von wenigen Minuten durch das Menü geführt, wo ich meine Kontaktdaten und aller erforderlichen Dinge eintragen konnte. Es ist eine sehr eingängige und einfache Software, die ohne große Vorkenntnisse bedient werden kann. Ein sehr perfekter, freundlicher und schneller Akt, der mich in die Lage versetzt hat, sofort die erste Rechnungen zu schreiben. Der Preis war auch interessant, so dass ich sofort ein drei Monatspaket abgeschlossen habe. Ist nur weiter zu empfehlen!
- Sebastian Schulz ★★★★★ in the last week Ich habe als kleines Unternehmen angefangen und war schnell an dem Punkt, dass die Rechnungen per Hand einfach zu viel und unübersichtlich wurde. Easybill war dann nach langer Recherche erstmal das beste. Aus einem Monats Abo wurde schnell … More ein Jahres Abo, weil es mir einfach extrem viel Zeit erspart, die Rechnungen werden automatisch erstellt und versendet, DHL label und Packliste ist mit wenigen klicks erstellt und im passenden Format für meinen Labeldrucker erstellt. So wurde aus täglich mindestens einer Stunde für das alles, nur noch maximal 10 minuten. Ich bin super zufrieden und bleibe gerne weiter Kunde.

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