Paidnice offers flexible control over your automated actions, allowing you to balance automation with manual oversight. This guide covers three methods for managing when and how actions are triggered.
Method 1: Traffic Light System (Policy Modes)
Each policy in Paidnice operates in one of three modes:
🟢 Active Mode
Actions are pre-scheduled and automatically sent when criteria are met
No manual approval required
Best for trusted, routine actions like reminders
🟡 Draft Mode
Actions queue for manual approval before sending
Review each action individually or in bulk
Perfect for getting started or sensitive actions like late fees
🔴 Inactive Mode
Policy is turned off completely
No actions will queue or send
Pro tip: Use the account-wide on/off toggle to pause all automation across your entire account when needed.
Method 2: Customer Tags & Groups
Using Tags
Exclude specific customers from certain actions while maintaining others:
Navigate to Contacts
Select customers and click Apply Tags
Create tags like "No Late Fees"
In your policy settings, use Contact Tags to exclude tagged customers
Using Groups
For more comprehensive control:
Create separate groups (e.g., "Bad Payers", "VIP Customers")
Move customers between groups
Apply completely different policy sets to each group
Method 3: Manual Ad Hoc Actions
Send individual actions on demand from multiple locations:
From Contact View
Go to Contacts
Filter as needed
Select customers and use Quick Actions:
Send statements
Apply charges
Freeze from automation
From Invoice View
Open specific invoice
Click action buttons:
Send reminder
Send SMS
Issue late charge
From Actions Queue
Review all pending actions
Approve, modify, or cancel individually
Reverse completed actions if needed
Best Practices
Start in Draft Mode - Review actions manually until you're comfortable with the automation
Use Tags for Exceptions - Rather than creating multiple groups, use tags to exclude specific customers from individual policies
Monitor Your Queue - Check the Actions tab regularly when using Draft mode
Test with Small Groups - Try new policies on a small customer segment first
Common Use Cases
Grace Period for VIPs: Tag important customers with "No Late Fees" while still sending reminders
Manual Interest Charges: Keep interest charges in Draft mode for monthly review
Immediate Action: Use ad hoc actions for urgent collections needs
Need help? Contact our support team at [email protected] for personalized assistance with your automation setup.