Chasing an overdue invoice usually means checking what you already sent, choosing the right tone for the next message, and keeping a record in case a guest says they never received it. This early access feature adds two capabilities to the City Ledger in Mews Operations: four reminder templates that escalate in tone, and a full communication history for every invoice. Both are part of the paid Accounts Receivable package. Mews enables them for your property during early access, so there is nothing you need to switch on yourself.

 

In this article, you can learn about:

• What you get
• Setting up your reminder templates
• Sending a reminder with a specific template
• Reading the Last Activity column
• Viewing the full history of an invoice
• Good to know during early access

 

• Four reminder templates, one per escalation level. Each has its own default wording, and you can edit and preview all of them.

• A template picker when you send a reminder. You choose which level to send from the invoice.

• A Last Activity column in the City Ledger. Shows the most recent thing that happened to each invoice: issued, sent, or the latest reminder, with the template used and the date.

• A full history on each invoice. Every communication about that invoice in one list, newest first, with a statement download.

1. Go to Settings → Property → Guest experience → Mail templates.

2. Find the four invoice reminder templates listed above.

3. Click a template to edit the wording. Every template includes the invoice number, invoice date, due date, and outstanding balance, plus a link the recipient can use to pay.

4. Click Preview to check how the email looks before you save it.

Note: Keep level 1 short and warm, since it goes out before the due date. Put your firm deadline and next steps in level 4 — if your market has formal dunning rules, this is where that wording goes. Check the exact wording with your legal or finance advisor, since Mews doesn't provide legal text. 

 

1. Open the City Ledger and select the invoice.

2. Click Send reminder.

3. Select the template you want to send. Mews preselects a template based on the last reminder sent.

4. Click Send.

The reminder goes to the invoice's billing contact and any other contact you add. Choosing the next escalation level is up to you during early access, so check the Last Activity column or the invoice history before you send.

 

In the City Ledger, each invoice shows its latest communication instead of only a last reminder date. You see one of:

• Issued with the date Mews created the invoice

• Sent with the date Mews emailed the invoice

• Reminder with the template name and the date Mews sent it

From the invoice, click the link in the Last Activity cell to open the history panel. You see, newest first:

• when Mews issued the invoice

• when Mews sent it, and to which email address

• every reminder, with the template used, the date and time, the recipient, and a delivery status of Sending, Sent, or Failed

You can download the statement from the same panel.

 

Note:

• For more detail on a failed reminder, check the emails queue in Mews.
• Reminders sent before early access are loaded into the history, going back to around October 2024. The backfill runs the day before release, completing on September 8, 2026, ahead of the pilot's September 9 go-live. These older entries show the date and who sent them, but not which template was used, since Mews didn't store that information at the time. Invoices older than that show an empty history.

 

 

• Bulk reminders and statements aren't yet listed per invoice in the history, and they still use the standard template.

• If Accounts Receivable is switched off for your property, levels 1, 3, and 4 are hidden, and only the standard Invoice reminder remains.

• Templates don't yet support custom placeholders such as free text, a virtual IBAN, or a QR code. That's planned for a later release.

 

If a template level is missing, the history doesn't match what you sent, or a step in this article doesn't match what you see, email [email protected].