# Payment tracking & reminders

> Record and apply payments, see what each client owes, send reminders at three levels with fees, and follow receivables in the aging report.

- URL: https://www.selloff.auction/features/payment-tracking
- Language: English
- Domain: Accounting
- Last updated: 2026-10-07
- Français: https://www.selloff.auction/fr/fonctionnalites/suivi-paiements.md

## At a glance

- Incoming, outgoing and online payments applied fully or partly to invoices
- Payment confirmations emailed to clients
- Three reminder levels, each with a fixed or percentage fee
- Aging report, unpaid lots and bidders with open balances
- Interest invoices for late payment and offsetting of opposite balances

## Every payment in its place

Payments are recorded on the client's account for a branch and a currency: incoming payments, outgoing payments to consignors or suppliers, online payments and balancing entries. Each payment is applied to one or more invoices, and the payments list can be filtered by fully applied, partly applied and not applied. Clients can receive a payment confirmation by email, for full or partial payments.

Paid lots are identified, so that they can be released or shipped, and consignors can be paid once their buyers have paid. A tolerance lets you treat a very small open balance as settled. Payments can also be returned, with any return fees.

## Reminders

Select overdue invoices and send a reminder at level 1, 2 or 3. Each level has its own fee, fixed or as a percentage, and can show the invoice details when a single invoice is reminded. Reminders are PDF documents sent by email, with the link to your [online payment](https://www.selloff.auction/features/online-payments.md) page. For late payments, Selloff calculates interest on the client's account and issues an interest invoice.

## Seeing who owes what

- **Aging report**: open invoices grouped by age, with the last payment, reminders sent and account balance
- **Unpaid lots**: lots awarded to a buyer and not yet paid, with hammer price, premium, insurance and VAT
- **Bidders with open balances**, on the sale dashboard
- **Client account**: all invoices, payments and the balance for a branch and currency, with an account statement to send

When a client is both buyer and consignor, their invoices with opposite balances can be offset against each other.

## Who uses it

Accounting staff record and apply payments and run the reminders; the front desk checks a client's balance before releasing lots.

## Related features

- [Automatic invoicing](https://www.selloff.auction/features/automatic-invoicing.md): Create buyer invoices and consignor statements from recorded sales in a few clicks, with premium, insurance, fees, shipping and VAT calculated automatically.
- [Online payments](https://www.selloff.auction/features/online-payments.md): Let buyers pay invoices, guarantees and free amounts online via Stripe, Datatrans or Saferpay, with fees and payment statuses tracked in Selloff.
- [Integrated accounting](https://www.selloff.auction/features/integrated-accounting.md): Keep client accounts, the chart of accounts, supplier invoices and balances inside Selloff, per branch and currency, without re-entering sales in another system.
- [E-banking payment transfers](https://www.selloff.auction/features/e-banking-transfers.md): Pay consignors and suppliers by uploading a pain.001 file generated by Selloff to your e-banking, instead of typing each transfer by hand.

## Frequently asked questions

### How many reminder levels does Selloff support?

Three. Each level has its own fee, either a fixed amount or a percentage of the amount due, and its own document and email. Reminders can be sent for one invoice or for a selection of invoices at once.

### Can a client who is both buyer and consignor settle only the difference?

Yes. Invoices with opposite balances for the same client, branch and currency can be offset against each other, leaving only the difference to be paid or paid out.

### How do I see which invoices are overdue?

The aging report lists open invoices by age, filtered by sale, currency and period, with the last payment, the reminders sent and the client's account balance. It exports to Excel.