Paidnice makes it easy to automate your accounts receivable processes through custom workflows.
By grouping customers and applying targeted policies, you can automatically send reminders, apply late fees, escalate overdue accounts, and more—all without manual effort.
This guide walks you through setting up Groups and Policies in Paidnice, so you can streamline your payment collections, improve cash flow, and keep your customer relationships positive.
Understanding Groups and Policies
Groups in Paidnice allow you to organize customers based on common needs or characteristics. This way, you can create distinct workflows for each group, ensuring that each customer type receives the appropriate follow-up.
For example, you might have a group for regular clients and another for higher-risk accounts needing more frequent reminders or faster escalations.
Policies define the actions Paidnice will take for each group. You can set policies for email reminders, late fees, statement generation, and more, to automate your collections process.
Once policies are set, Paidnice will automatically apply them based on each group’s configuration.
Creating a Group
Follow these steps to create a group in Paidnice:
Navigate to Groups: From your Paidnice dashboard, find the “Groups” section on the left-hand menu.
Add New Group: Click “Add new group” to create a new grouping for your customers.
Name the Group: Enter a name that reflects the group’s purpose, like “Regular Customers” or “High-Risk Accounts.”
Save the Group: Once you’ve named it, save the group. You’re now ready to assign customers and policies to this group.
You will always start with a Default Group which will include all of your customers, when you create a new group, you will always need to add your customers into it.
Adding or Removing Customers in a Group
Once you have created a group, you can add or remove customers as needed:
Open the Group: Click on the group’s name in the “Groups” section to view its details.
Manage Contacts: In the “Contacts” tab, click “Add Contacts” to assign customers to this group. You can search by name or apply filters to find specific customers.
Remove Customers: To remove a customer from a group, find them in the list, select their profile, and click “Remove from Group.”
Adding Policies to a Group
With your group created and customers assigned, you’re ready to add policies. Policies can handle various tasks like sending email reminders, applying late fees, and escalating actions for overdue invoices. Here’s how to set them up:
Go to the Policies Tab: Open your group and click on the “Policies” tab to view available policy types.
Create a New Policy: Select the type of policy you want to add. Available policies include:
Configure Policy Details: For each policy, set the timing, frequency, and specific actions. For example, set an email reminder to send three days before the due date.
Save and Activate: Once configured, save and activate the policy. Repeat this process to add multiple policies to each group as needed.
Configuring a Policy
When you create a policy, or select one, you will be presented with the Policy Configuration options, where you can configure how the policy is actioned, and what templates or other features it should use.
For more advanced Options & Filters select this tab, and when you are ready to test the policy, use the Test & Preview tab or button to check it is working as intended.
Monitoring Actions in a Group
Once your policies are active, Paidnice will automatically execute them based on your configurations. You can monitor all scheduled actions under the Actions tab in each group:
Navigate to the Actions Tab: Go to the “Actions” tab within your group to see a list of scheduled, completed, and upcoming actions.
Review Scheduled Actions: Each action displays key details, including contact, type (e.g., “Raise Escalation”), associated invoice, and scheduled date.
Status Filtering: Use filters to view actions by status, such as Scheduled, Draft, Completed, Reverted, or Failed, for easier tracking.
With Groups and Policies, Paidnice empowers you to streamline your accounts receivable workflows, reduce manual follow-up, and improve your cash flow.
This setup takes only minutes but can transform your collections process and help you get paid on time, every time.