The 3-Level System
HIVE offers an automatic reminder system with configurable levels:
| Level | Name | Days after Due Date | Standard Fee |
|---|---|---|---|
| 0 | Payment Reminder | 3 days | CHF 0.- |
| 1 | First Reminder | 14 days | CHF 0.- |
| 2 | Second Reminder | 30 days | CHF 20.- |
| 3 | Final Reminder | 45 days | CHF 40.- |
The reminder fees for each level can be individually adjusted. The third reminder level (collection notice) is disabled by default and must be actively enabled in Settings.
Reminder fees are always added on top of the open invoice amount. Existing line or document discounts on the invoice remain unchanged; the reminder fee itself is never discountable.
If you cancel a reminder, the automatic process creates no further reminders for that invoice. You can still send reminders manually. In the web app, the list shows the notice “Automation paused” for such invoices.
Creating a Reminder
In the Reminders area, you see all overdue invoices. To create a reminder:
- Select an overdue invoice
- Click Create Reminder
- Choose the appropriate reminder level
- Create the PDF or send directly by email
When creating the reminder, HIVE automatically assigns a unique reminder number in the format MA-YEAR-SEQUENCE.LEVEL, for example MA-2026-0015.1. All levels of the same invoice reuse the same base number.
Right-Click Actions
For invoices without existing reminder:
- Create Reminder: Starts the reminder process
For invoices with existing reminder:
- Send by Email: Sends the current reminder
- Send via WhatsApp: Opens WhatsApp with a prepared message and highlights the PDF in Explorer
- Show Reminder: Opens the reminder PDF
- Next Reminder Level: Creates the next higher level
Always available:
- Record Payment: Records receipt and creates accounting entry
- Mark as Paid: Closes the process