This article is aimed at Controllers and Account owners.
Thanks to our feature Play by the rules, you shouldn't have to send a lot of reminders to your users at the end of the month! However if you are still struggling with some black sheep, here is what you can use.
Send custom reminders
When you prepare your payments, we automatically divide payments with a receipt and the one without a receipt to help you identify the missing one.
From there, you have different options:
- Send a custom reminder: click on "Send reminder" and edit the email content. You can only them it once a week and we'll let you know when the last custom reminder was sent. You can send custom reminder even if the Requester is receiving automatic reminders.
- Upload the receipt yourself.
- Mark the receipt as "missing": it means the Requester won't receive any more notification but still there will be no receipt attached to the payment. This option can be used in case the receipt was lost or not provided.
⚠️ If the receipt provided is not the right one, you can declare it as invalid by clicking on the 3 dots ... button. The Requester receives an email notification.
👉 If you have connected your company's Slack account to your Spendesk's account, you can also chat with the Requester directly on Slack: click on the 3 dots ... button nearby the "Mark as ready" button and choose to either discuss or send a reminder on Slack.
Automatic reminders to collect missing receipts
First of all, as soon as a Requester makes a payment, we send an automatic notification as a reminder. They have different ways to submit their receipt.
Automatic reminders tends to be less effective than setting up a rule on receipts: users will receive an email every week and might not notice it after a while. However, if you choose not to use Play By the rules for some users, you can still set up automatic reminders to them every week. You can change the day and time of sending in Settings > Notifications.