Multi grouping

Multi groups allows you to send one email for multiple invoices, instead of one email per invoice. Being in the same multi-group effectively means that chasers with that same multi-template will be combined into one email.

Choose between two grouping options for your debtor reminders.

Option 1: Group by type of reminder [NEW - recommended]

Your customers will receive one reminder referencing all invoices that are before due and one reminder that will reference invoices that are overdue, provided they are eligible for a chase. The sender, recipient and template for the oldest invoice in the group will be used. This allows you to escalate the severity of your email copy to be more appropriate when chasing older invoices than with Option two (see below).

Eligible invoices are those that fall within the start and end days of your before due and overdue reminders. For example, if your first overdue chase is scheduled for 7 days after the due date, invoices will become eligible for an overdue chase once they are 7 days overdue. The same behaviour applies before due reminders. 

Choose this option to reduce the number of emails your debtors receive as part of a single chase. Choose how often a customer is chased with the flexibility to select your desired frequency. 

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Select this chasing method within your Manage tab by enabling the setting “Group invoices by reminder type”.

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See how it works in practice in this video

Option 2: Group by individual invoice settings 

Choose this chasing method so reminders will only be grouped into one chase email when the invoice’s next applicable chaser has the same settings applied. The invoice’s next applicable chase must meet the following criteria:

  • Same senders (normal or escalated)
  • Same recipients (normal or escalated)
  • Same multi-template selected

If all of the above don’t match, invoices will be chased separately with individual emails. This example schedule illustrates which chasers will cause invoices to be grouped:

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The invoices that fall into the coloured boxes will be grouped if multiple invoices qualify for the same chaser (i.e. they are due on the same day). 

The before due chase will group all invoices that are 1 day before due. If there is only one invoice, the single template will be used, if there are more, the multi-template will be used. 

The overdue templates are split into 2 groups. They all use the same multi-template, however those scheduled at 21 and 28 days overdue are configured to use the escalated sender and recipient. This forms the 2 groups

Thanks for paying will be sent 1 working day after the payment has been made. If multiple invoices have been paid during this period, the multi-template will be used. 


Timings and grouping

If using grouping option 2, it is important to consider the chase days that are selected  here to maximise the number of invoices grouped into multi chasers using this grouping option. If you have one chasing day and a schedule with seven-day increments you’ll have the greatest chance of your invoices being grouped. If you’d like to send chasers with greater frequency, you should match this to your schedules. As an example, choose two chase days and a schedule with chasers set at three-day increments.

This ensures invoice chases will be due to go on the same day, and will be grouped together. If you have 5 chase days, single invoices will be more likely to be chased as and when they become due for a chase, which may not match with other invoices issued to the customer.