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AR Dunning sends payment reminder emails for unpaid customer invoices. You configure the cadence once, DualEntry sends on that schedule, and you can still send a reminder immediately from an invoice when a balance needs attention now.

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Before you start

AR Dunning is a company configuration, not an invoice field. Confirm access, the subscription, and the customer contact data before you turn a schedule on. You need:
  • A role that can open Configuration → Company → AR Dunning. The screen is gated by the AR Dunning permission.
  • An active AR Dunning subscription. Each company can send a limited number of reminder emails per month. Scheduled and manual reminders both count toward that company cap. If you need a higher monthly allowance, contact your DualEntry account team.
  • Posted, unpaid invoices with a customer email on the customer record. A reminder cannot reach a customer who has no address to send to.
  • A chosen scope before you save. An organization-wide schedule covers every company you do not override. A company schedule applies only to that entity and takes priority when both exist.
AR Dunning does not post to the general ledger. It sends email. The invoice stays open until you record a customer payment or issue a credit.
Each company has a monthly AR Dunning email cap. If reminders stop going out mid-month, the company may have reached that cap. Contact your DualEntry account team if you need to send more.

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How reminder schedules work

A reminder schedule is the rule DualEntry uses to decide which unpaid invoices get an email and when that email goes out. You keep schedules on Configuration → Company → AR Dunning, and you can store more than one. Two scopes are available:
  • Organization-wide: one schedule shared across the organization. Use this when every entity chases AR the same way.
  • Company: a schedule that applies to a single company. Use this when a subsidiary needs a different cadence, different wording, or no automatic reminders at all.
When both an organization-wide schedule and a company schedule exist for the same invoice’s company, DualEntry uses the company schedule. The organization-wide schedule does not also fire for that company. Optional schedule fields can stay blank. DualEntry applies email defaults when you leave those fields unset, so a first configuration can be a scope plus the unpaid-invoice cadence you actually need. Override the defaults only when this schedule needs different wording from the rest of the organization. Scheduled reminders run against unpaid invoices. Paid invoices drop off the next run. A customer or invoice you exclude is omitted from scheduled runs even when the balance is still open. After you save a configuration, it appears in the AR Dunning list. Use the status filter when you have both active and recovered configurations and need to find one without scrolling the full list.

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Configure a reminder schedule

Open AR Dunning, choose the scope, set when unpaid invoices are reminded, review the email defaults, and save.
  1. Navigate to Configuration → Company → AR Dunning.
  2. Create a new configuration, or open an existing one you want to change.
  3. Choose the scope: organization-wide, or a single company. If this entity should differ from the rest of the organization, choose the company. That company schedule then takes priority over the organization-wide one.
  4. Set when DualEntry should send reminders for unpaid invoices. Leave optional schedule fields blank if the defaults already match the cadence you want.
  5. Review the email defaults DualEntry applies. Change them only when this configuration needs different subject or body text.
  6. Save the configuration.
After you save, the configuration appears in the AR Dunning list at the status you expect. Open it again if you need to confirm the scope and cadence before the next scheduled run. To stop automatic reminders for a company without deleting the history, archive that company’s configuration. Recover it later from the same list when the entity should resume. See Reminder log, status, and recovery.

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Exclude customers and invoices

Exclusions keep scheduled reminders off accounts you still want on the aging report. Add them when a dispute, a payment plan, or a relationship reason should stop automatic contact.
  1. Open Configuration → Company → AR Dunning.
  2. Add the customer or the invoice you want scheduled reminders to skip.
  3. Save the configuration.
DualEntry omits excluded customers and invoices from scheduled reminder runs. The invoice remains in AR aging and on the customer balance. Exclusion is not a write-off and does not change the general ledger. Use a customer exclusion when every open invoice for that customer should stay off the cadence (for example, an account in legal review). Use an invoice exclusion when only one document should be skipped and later invoices for the same customer should still remind. Remove the exclusion when the reason no longer applies. The next scheduled run includes that customer or invoice again if the invoice is still unpaid.

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Send a reminder now

You send a reminder immediately from the invoice, without waiting for the next scheduled run. Use this when a collector is already on the phone, or when a balance just crossed past due and you do not want to wait for the cadence. One invoice:
  1. Open the invoice from Money In → Invoices.
  2. Choose Reminders.
  3. Send the reminder.
Several invoices:
  1. Open Money In → Invoices.
  2. Select the invoices that need a reminder.
  3. Choose Send reminder from the multi-select bar.
DualEntry queues a reminder email for each selected invoice. Sending a reminder does not mark the invoice paid, does not post a journal entry, and does not replace sending the original invoice. Use Send on the invoice when the customer still needs the PDF. Use Reminders when they already have the invoice and you are chasing the open balance. For a small set of accounts that need different tone or a human review before anything leaves the mailbox, draft the message with Accounting Intelligence and Gmail instead of sending from AR Dunning.

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Reminder log, status, and recovery

The reminder log is the record of what AR Dunning sent. Open it from Configuration → Company → AR Dunning when you need to confirm a customer was contacted, or when a collector says they never received a message. Use the log after the first scheduled run and after any manual send you need to defend later. It is the native history for AR Dunning. Reminders you draft in Gmail through Accounting Intelligence do not appear here. Those stay in the connected mailbox, which is why that workflow asks you to note the contact on the invoice if your process needs a complete per-invoice log. The AR Dunning list also supports a status filter so you can find a configuration without scanning every row. Archive a configuration when a company should stop sending automatic reminders but you want to keep the setup. Recover it when that company should resume the same cadence. Recovery restores the configuration. It does not resend historical reminders and it does not change invoice balances.
A company-level schedule takes priority over an organization-wide schedule when both exist for the same company.

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Troubleshooting

Most AR Dunning failures come from scope, exclusions, usage, or a missing customer email. The table maps what you see to what to check.
Last modified on October 6, 2026