Send payment reminders (dunning letters)

Management -> Attendee Registration -> Invoices

Converia doesn't have a dunning process and it's not offered as a service either. Should an official dunning procedure be initiated, this is the responsibility of the organizers.

Converia regularly imports incoming payments into the system.

For unpaid invoices, payment reminders can be sent directly from the system by email. Payment reminders are not sent automatically. If you want to send a payment reminder, the time of sending should be coordinated with the Converia team so that payments received at short notice can be taken into account. If we take over the sending of payment reminders, a fee of €50.00 per sending (any number of recipients) will be charged.

Carry out the shipment yourself

Sending payment reminders is easy with the appropriate filters simply from the list of invoices:

Fig. 1: Send payment reminders

We recommend adding a number after “within the next few days” in the text template or replacing it with “by [desired date]” to set a binding deadline. 7 to 14 days are common.

Outstanding amounts

For some invoices, only smaller partial amounts may be outstanding. In most cases, this is due to foreign payment fees. If these amounts are not to be reclaimed, the invoice amount can alternatively be reduced to the amount of the incoming payment.

Open invoice already paid

If participants report that their invoice has already been paid, we ask them to provide a bank receipt with the following information so that we can verify receipt of payment:

• Account holder's name

• Date of transfer

• Transfer amount

• Purpose of transfer

• IBAN to which the amount was transferred