How to manage your Chase-it schedule

Available in Free Trial, Full Subscription and Add-ons Chase-it.

Know-it seamlessly connects with your accountancy package so you can see which invoices are overdue and need to be chased.

 

1. Set up your Chase-it schedule

You’ll be able to access, activate, pause and edit your chasing schedule by going to Chase-it > Your Schedule.

💡 Know-it will provide you with ready-to-go templates, but you can create your own or edit them. Learn how here.

💡 Before activating your reminders, we recommend that you connect your own mailbox to Chase-it. Learn how here. 

1.1 Initial chase: 

When getting started with Chase-it, you can set up a new systematic process to chase your overdue invoice.

However, there might be invoices in your ledger which are older. We call those: 'legacy invoices'. Invoices that are overdue by 50, 100, 200 etc days.

To ensure every customer in your ledger is reminded of their overdue invoice(s) we recommend that you set up an initial chase. View here for more details on how to use the initial chase. 

This is a 'one-time-hit' reminder, that will send a reminder to every customer with an overdue invoice in your ledger unless you have paused the customer.

See here how to stop certain customers from receiving automated reminders

1.2. Before due:

Set up a reminder before the due date of the invoice:

1.3. Overdue reminders

Set up a chase for overdue invoices. To get started, Know-it suggests 3 different chases. You can edit the frequency or add additional reminders.

 

1.4. Additional reminders

You can easily add extra reminders to your schedule. To do so, you need to decide when you'd like to set this extra reminder and click on 'Add reminder'

 

1.5. Thank you note

At the bottom of the schedule, you will be able to find the Thanks for paying automated email. This email will be triggered by payments that have been registered in your accountancy software. 

1.6. Timing and templates

For each chase, you’ll be able to:

• Select a template (see here how to edit your template)
• Select the number of days before/after the due date the email is set to be sent
• Select via which medium you want to reach your customer (email, letter, SMS)

Once set up, you can choose when those reminders will be sent out.

💡 For letters to be sent out on the day itself, make sure to set up the timing before 15h00m/3 pm

1.7. Escalating reminders

The escalation process will allow you to decide if you'd like extra contacts to receive your overdue reminders. 

View here how to use the escalation process. 

2. Manage who you are chasing 

Once the Chase-it schedule is set up you’ll be able to decide if you want to pause/resume the chase for certain customers.

View here how to stop customers from receiving automated reminders.

 

3. Things to consider when scheduling Chase-it

• There is a buffer time of 48 hours between the initial chase and an automated overdue reminder. Invoices that have received an initial chase, will not receive an overdue invoice reminder for 48 hours.
• Reminder should be scheduled at least 20 minutes before sending.
• If you are missing any contact info that would prevent you from chasing your customer you will see an issue being raised next to your customer’s name.

 

4. Outbox

The Outbox allows you to keep track of the reminders that have been sent, scheduled to be sent or failed.

You can access the Outbox via Chase-it > Outbox

You can also have a quick overview of the reminders that have been sent via your main dashboard. Just select the date range that you want to filter and look at the Chase-it section of the dashboard.

View here how to view the reminders sent from the platform.

If you have any questions, please reach out to our support team by raising a ticket here.