The best reminder begins before an invoice is overdue. Three days spent fixing a missing purchase order or wrong IBAN beat three emails after deadline. This calendar is an internal policy to adapt to risk, not a universal statutory timetable.
Open this file before the first message
- Accepted contract or order.
- Delivery or performance evidence.
- Accurate invoice actually received.
- Calculated due date and right contact.
- Reconciled bank receipts.
- Known dispute, credit or deduction.
- One dated next action with an owner.
1. D−7 to D+3: solve before hardening the tone
At D−7, confirm the invoice entered the customer’s approval route. At D−2, recheck bank details, evidence and unallocated cash. On D0, send a short reminder with number, amount, date and payment method. At D+3, call if silent. Ask for a verifiable action: transfer date, exact dispute or name of the missing approver.
| Moment | Action | Expected output |
|---|---|---|
| D−7 | Confirm receipt and evidence | Complete file |
| D−2 | Match bank and credits | Reliable balance |
| D0 | Polite reminder | Payment or reason |
| D+3 | Targeted call | Dated promise |
A vague promise does not close the task. Record promised amount, date, channel and person. If it does not arrive, the next step starts without rebuilding the history.
2. D+7 to D+30: escalate on facts
At D+7, confirm the call in writing. At D+10 or D+15, involve the account owner; they may know the blockage but should not erase debt to protect a relationship. At D+20, reconsider credit limit and new delivery. At D+30, choose a written plan, formal notice, legal review or appropriate insolvency route.
| Moment | Decision | Avoid |
|---|---|---|
| D+7 | Confirm the promise | Changing balance without a document |
| D+15 | Sales/finance escalation | Embarrassing the contact |
| D+20 | Review exposure | Blind automatic blocking |
| D+30 | Approved formal path | Empty threats |
Amount, age, behaviour, evidence and customer concentration matter more than rigid sequencing. A documented small error deserves correction; repeated broken promises deserve a credit decision.
3. Pause the sequence for the right reasons
Stop automated reminders when the customer supplies a specific dispute, payment proof, plausible credit request, insolvency notice or when counsel takes control. Create a resolution task with owner and date. Repeating the same email can damage the file and show that teams do not share information.
- Classify the reason.
- Acknowledge it without admitting unverified facts.
- Freeze automation.
- Gather both sides’ documents.
- Separate disputed and certain amounts.
- Answer with evidence and next step.
- Resume only on the newly approved balance.
Do not copy unrelated colleagues. Debt and contact data should circulate only to people actually handling the case.
An internal calendar is not a formal demand
D−7 to D+30 organises your team. Formal and court steps have their own review, evidence and current legal requirements.
4. Measure quality, not message volume
BelloPOS can surface due date, part-payments and balance; the collection register adds contacts, promises, disputes and decisions. Track error-free receipt, promises kept, dispute-resolution time and concentration of overdue exposure.
- Ageing: exposure by time bucket
- Promise kept: customer reliability
- Repeated dispute: process defect
- Resolution time: internal effectiveness
The first improvement is often prevention: correct identity, attached order, delivery proof and readable due date. Collection then becomes a payment conversation, not an investigation into your own invoice.
Mistakes to avoid
- Chasing an unreconciled balance.
- Sending one text to everyone.
- Ignoring payment evidence.
- Letting sales erase debt.
- Threatening too early.
- Leaving no dated next action.
Frequently asked questions
When should the first reminder go out?
A polite pre-due check prevents incidents. Collection starts after due date on a reconciled balance.
Should I call or write?
Use both where useful: calls resolve quickly, while writing fixes references, promises and the next step.
How should I handle a payment promise?
Record amount, date, person and channel, then schedule verification immediately after the promised date.
Should a disputed invoice keep receiving reminders?
Pause the generic sequence, resolve the reason and pursue only the undisputed amount where appropriate.
Does BelloPOS replace a legal collection tool?
No. It makes invoice, payment and balance more reliable; formal escalation remains separate.
What to take away
Good collection moves between verifiable actions, pauses for a real dispute and converts every promise into a controlled date.
Sources
The figures and rules quoted above come from these pages, read on the date given in the article.
- Ministry of Economy and Finance, Law 69-21 on payment deadlines
- Moroccan Tax Administration, Circular 734 on payment deadlines
- AMDIE, Code of Obligations and Contracts, read 31 August 2026
Build your overdue queue
Start with ten balances, reconcile them and give each exactly one dated next action.
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