Analysis of official documentation, with no testing on a paid account.
In this guide
- Require three pieces of evidence before sending
- Reconcile the payment with the correct invoice
- Process a transfer for multiple invoices
- Separate invoices created elsewhere
- Choose a reminder for a single invoice or for a customer
- Review invoices to avoid incorrectly marking them as unpaid
- When this route is not suitable
Before sending a payment reminder in Tiime, make sure three things agree: the invoice, the payment received and the status used for customer follow-up. An invoice marked “Sent” is not necessarily paid, and a transfer visible in the account does not settle the correct receivable until it is reconciled or unambiguously identified.
This guide is for a freelancer or small team using Tiime Factures who wants to avoid an unjustified reminder. Official Tiime help consulted on 22 October 2026.
Require three pieces of evidence before sending
| Evidence | What it establishes | What it does not establish on its own |
|---|---|---|
| Document | Invoice number, customer, amount, due date and any credit note. | That money is still missing. |
| Payment | Date, amount and source of the incoming transaction. | Which invoice to allocate it to when the payment covers several invoices or only part of an invoice. |
| Status | What Tiime displays in the list and outstanding balances. | That the manual status reflects the bank statement. |
Tiime distinguishes between Draft, Invoiced, Sent and Paid statuses. Paid status may be applied automatically when the corresponding bank transaction is reconciled, manually by linking the payment, or directly on the document when no bank account is connected. This flexibility means your team must know which evidence to retain.
In customer settings, Tiime offers two ways to calculate outstanding balances: bank transactions, if the plan includes synchronisation, or invoice statuses. With the second method, manually marking an invoice as Paid removes it from the outstanding balance. This approach simplifies tracking without a connected bank account. Keep proof of payment to support the status.
Reconcile the payment with the correct invoice
On the web, Tiime's help describes reconciliation from Invoicing then Invoices, using “Match the invoice”, or from Accounts then Transactions, using “Link documents”. On mobile, you can start from the invoice or the transaction. Once linked, the transaction appears on the invoice.
- Open the invoice and check the customer, the remaining amount and the due date.
- Identify the bank transaction by date, amount and description, without relying on a matching amount alone.
- Link the document to the corresponding payment.
- Check that the status and outstanding balance have changed as expected.
- Prepare the reminder only if no payment covers the balance.
An automatic reconciliation is a suggested match, not a reason to skip verification. Two customers can pay the same amount on the same day. A payment reference, payer's name or customer history can resolve the ambiguity.
Process a transfer for multiple invoices
Tiime documents linking several invoices to a single transaction. From the transaction, “Edit link” lets you add a second document. The check then concerns the total: the sum of selected invoices, minus applicable credit notes, must equal the amount received.
Let us take this case: a customer pays two invoices for 480 € and 720 € with a single transfer of 1 200 €. Linking only the first invoice would leave the second marked as unpaid and could trigger an incorrect reminder. Both documents must be linked to the same transaction, then the customer's outstanding balance must be checked.
If cheques from several customers appear as one combined transaction, Tiime's help explains how to split it into sub-transactions and add the correct customer description before reconciling the invoices. Do not assign the whole combined transaction to one customer to make their outstanding balance disappear artificially.
Separate invoices created elsewhere
An invoice imported as a PDF into the “Factures de vente” area of Documents does not appear in Tiime Factures. The official help states that importing requires a plan above Free. Updating customer tracking then requires manually linking the invoice to the payment, with a Factures-type label on the transaction.
This difference changes the procedure: the Invoicing view is not a complete inventory if the business has imported older documents. Before sending a reminder covering a customer account, reconcile the list of receivables with the external invoices stored in Documents.
Choose a reminder for a single invoice or for a customer
Tiime lets you send a reminder from an invoice to target a specific receivable, or from the customer record to send a summary of several outstanding invoices. The first option suits a dispute or payment promise concerning one document. The second is clearer when several due dates have passed.
The email template is configured in the invoicing settings. Before sending, replace vague wording with useful details: invoice numbers, outstanding amounts, due dates and a way to submit proof of payment. Do not add an automatic threat if an agreement or dispute is already recorded.
Tiime's help documentation states that sending quotes and invoices directly from the platform requires either a Smart or Business plan with a connected business bank account, or the selection of Tiime as the Approved Platform. The reminder page describes sending email from Tiime but does not separately detail all its commercial terms. Check which action is available in your account before building your procedure around it.
Review invoices to avoid incorrectly marking them as unpaid
- Filter invoices whose due date has passed.
- Exclude drafts, cancellations, credit notes and documents covered by an agreement.
- Review unmatched transactions with amounts close to the expected amount.
- Process bulk and partial payments before changing status.
- Review the customer's outstanding balance, then send a reminder for a single invoice or a summary reminder.
- Keep the date of the last reminder visible in Tiime and the next agreed action.
If your team uses manual statuses, designate the person authorised to mark an invoice as Paid and require a payment reference. If it uses bank transactions, regularly review unmatched transactions. Mixing the two methods without a shared rule makes the outstanding balance difficult to explain.
When this route is not suitable
A reminder should not be sent automatically when a partial payment, credit note, dispute, retention amount or payment schedule changes the balance due. In these cases, calculate the remaining amount and adapt the message. If payments pass through several accounts that are not synced, the Tiime view may be incomplete.
Handle debt collection and legal issues in a separate procedure. For a disputed debt, formal notice or penalties, check the contract, invoice and applicable rules before sending anything. A clear history primarily helps prevent requesting the same amount twice.
To complete this course, see Tiime review, the general method for check a payment before sending a reminder and comparative Indy or Tiime.
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Sources and method of this analysis
Tiime: send a reminder from an invoice or customer record ; Tiime: understand the status of invoices and estimates ; Tiime: reconcile a sales invoice with a payment ; Tiime: customise invoices, outstanding balances and emails ; Tiime: creating and importing a sales invoice Offers, accesses and settings must be checked in the space concerned. Sources consulted on 22 October 2026. Methodology · Trade transparency · Report correction.