Payments and reminders

Payments in DOXIO work with confirmed invoices from Document details. From received invoices you prepare a payment order file for your bank; for issued invoices you see who is overdue and can send them a reminder. DOXIO never moves money: you upload the file to your internet banking yourself.

Who can use payments#

• Payments are part of the Team plan and higher.
• Accounting must be switched on in Settings → Accounting.
• Only organization owners and admins can see and use payments. Other members do not see the payment pages.

Payments include only confirmed received and issued invoices with a positive total that are not credit notes and are paid by bank transfer (or have no payment method filled in). Drafts are never paid.

Own accounts and default date#

In Payment settings you enter the accounts you pay from (up to 10). An IBAN is enough, or the Czech form prefix-number/bank code, which DOXIO converts to an IBAN. One account is always the default. The ABO format needs a Czech account.

There you also choose the default execution date of a payment order:

• Today,
• Next business day,
• By invoice due dates – the earliest due date of the selected invoices, but never a day in the past.

The date always moves to a business day (weekends and Czech public holidays, including Good Friday and Easter Monday, are skipped). You can change it in the payment order dialog; ABO and SEPA do not accept a date in the past.

Payment orders from received invoices#

1. 1
   Open Accounting → Payments.
2. 2
   Filter the invoices and tick the ones you want to pay.
3. 3
   Click Create payment order, choose the format (ABO/KPC (CZK), SEPA pain.001 (EUR) or QR Platba – PDF), the account and the date, and download the file.
4. 4
   Upload the file to your internet banking and authorize the payments there.

Invoices included in an order get the Included in a payment label. That does not make them paid – you mark them paid from your bank statement (see Marking invoices as paid).

Filters#

You can narrow the list by status (open, paid, all), due date (overdue, due within N days), client workspace and client. One payment order can contain invoices in a single currency only.

File formats#

An invoice the chosen format cannot carry (missing or invalid account, unsupported currency, invalid symbol) stops the order, and DOXIO shows what is wrong with which invoice.

Invoice warnings#

Warnings never block the order; they ask you to check:

• Missing account – the invoice has no IBAN or account number.
• Account not published – the supplier is a VAT payer, but the account on the invoice is not among the accounts published in the VAT register. Paying to it can make you liable for the supplier's VAT.
• Unreliable VAT payer – the supplier is listed as an unreliable VAT payer.
• Already in a payment – the invoice was included in an earlier payment order.
• Possible duplicate – another invoice from the same supplier with the same variable symbol and amount is already paid or in a payment order.
• Foreign currency in ABO – ABO handles Czech crowns only; use SEPA for euros and QR Platba for other currencies.
• Missing due date – the invoice has no due date.

Registry data comes from the document check cache; when DOXIO knows nothing about the supplier, the registry warnings are not shown.

Marking invoices as paid#

Choose Paid for one or more invoices and enter the payment date (today by default; a future date is not allowed). Unpaid reverts the status; the payment order link stays. This works for received and issued invoices alike – marking an issued invoice paid stops its reminders.

On an invoice you can also add the constant and specific symbol and the e-mail for reminders.

Payment order history#

Every payment order is kept on the Payment history tab: format, account, date, number of invoices and total. The file itself is not stored – when you download it again, DOXIO rebuilds it from the same data, so ABO and SEPA files come out byte-for-byte identical to the first download (checked with a SHA-256 fingerprint). Changes made to the invoices after the order was created do not show up in the downloaded file.

Due date overview#

The Due date overview shows payables (received invoices) and receivables (issued invoices) separately, always per currency:

• how much is open and how much of it is overdue,
• what falls due in the next 30 days, day by day,
• totals per client (the workspace client, else the customer or supplier) – those with overdue amounts first.

Paid invoices are not counted.

Payment reminders#

Reminders are e-mailed to customers of issued invoices that are overdue and not marked as paid. Issued invoices, their e-mails and sent reminders are on the Issued invoices tab.

Automatic reminders#

Automatic reminders are off by default. You switch them on in Payment settings, where you also set how many days after the due date they go out – the default steps are 3, 14 and 30 days (up to 6 steps, 1–365 days).

• DOXIO checks invoices once a day in the morning.
• Only the latest step that has already been reached is sent. An invoice 15 days overdue gets the 14-day reminder, not the 3-day one as well.
• No step is ever sent twice, and once a later step has been sent, an earlier one is not.
• Steps whose day fell before you switched reminders on are not sent automatically. Switching on does not flood customers with old invoices; you can still send them a reminder by hand.
• Marking an invoice Paid stops further reminders.
• If sending fails, it is retried on the next daily run.

Who receives the reminder#

The reminder goes to the e-mail entered on the invoice's payment. If there is none, the e-mail of the client of the workspace the invoice belongs to is used. Without an e-mail, no reminder is sent.

Language and content#

Customers in the Czech Republic and Slovakia (or with no country given) get the reminder in Czech, everyone else in English. You can edit the subject and body for each language; the placeholders {{cislo}} (number), {{castka}} (amount), {{splatnost}} (due date), {{vs}} (variable symbol), {{dnu_po_splatnosti}} (days overdue), {{dodavatel}} (supplier), {{odberatel}} (customer) and {{ucet}} (account) are available.

The reminder contains a table with the payment details and a QR Platba code attachment for your account – the one printed on the invoice, else the default account from Payment settings.

Manual reminder#

Send reminder sends a reminder right away, even when automatic reminders are off. One invoice can be reminded this way at most once every 10 minutes.

Replies to reminders#

In Payment settings you can enter a reply-to e-mail. When a customer replies to a reminder, the reply goes to that address.