Help: invoice imports, reminders and plans
Questions about imports, workflow or plans? TrueDue plans and pricing
What does the product do?
TrueDue supports businesses in managing receivables from their business and private customers: import open items, reconcile data, prepare reminders, classify replies and route exceptions to the finance team. It does not replace accounting or an ERP. Automation requires current data, appropriate rules and working external services.
Who it is for – business and private customers
TrueDue is sold only to businesses (entrepreneurs within the meaning of section 14 of the German Civil Code). Those businesses may use it for their own receivables from their business and private customers. Third-party receivables — collected for others, assigned or purchased — are excluded. Private persons with an address in the United States are not written to; business customers in the United States are not affected. The business itself remains responsible for the existence and lawfulness of its receivable and for informing its private customers about data processing. The reminders generated claim no fees, interest or reminder costs and threaten no legal steps.
Customer type: company or private person
Every customer has a customer type: company, private person or not confirmed yet. If the import has a “Customer type” column (for example “Company” and “Private person”, or “B2B” and “B2C”), its value applies. Without the column, a customer whose name carries a clear legal form (such as Ltd, Inc, GmbH or AG) counts as a company; everyone else stays unconfirmed. Nothing is sent to an unconfirmed customer. Confirm under Customers → Confirm customer types: one by one, a page at a time, or all open customers at once; in doubt “Private person” is preselected. Confirming and changing requires the finance manager or administrator role. When the type is changed, reminders still pending are withdrawn and prepared again with the right wording.
What applies to private persons
Private persons get their own calm, polite wording without business terms. Every reminder states how to pay (bank details on the invoice, invoice number as the reference) and how to reach you (reply to the email). Messages go out only Monday to Friday between 8:00 and 20:00 in the recipient's own time. The local time follows from the country; where a country has several time zones, it must be a permitted hour in all of them. Public holidays are not taken into account. A private person receives at most one reminder in seven days, across all of their invoices. Outside the window or the weekly limit the message waits and goes out later on its own; a manual approval does not lift either. Without a country on file, the country of your own company applies; if no country can be established, nothing is sent. Replies from private persons are never read by a language model: they are classified by fixed rules, and anything unclear goes to your team.
Private persons in the United States
Private persons with an address in the United States (including US territories) are never written to, neither automatically nor after a manual approval. The same applies when no country is on file for a private person and your own company is in the United States. The app shows such customers on the dashboard and under Customers → Confirm customer types as “not written to”; handle those accounts yourself. Business customers in the United States are not affected.
Sensitive replies from private persons
If a private person's reply hints at difficulty paying, illness, a death, insolvency or debt advice, an objection to the claim, a request for instalments or a deferral, a guardian or power of attorney, or a lawyer, the app immediately stops every pending reminder to that person, pauses the customer and opens a high-priority task for your team. No automatic reply is sent. Nothing continues until you lift the pause on the customer page. Detection uses fixed word lists in German and English, not a language model. It can miss hints that are worded differently or written in another language; such replies go to your team for review like any unclear reply. Replies from business customers are handled as before.
Setup and first test
Start with a current export, map columns and legal entity, and review reconciliation. Add reachable customer contacts, connect the collections mailbox and configure rules, language, timezone and sending windows. Review the simulation and a controlled test before automation. Duration depends on data quality and IT permissions; no fixed setup time is promised.
File formats and import scope
Receivables imports support CSV and Excel .xlsx/.xls files. Uploads are limited to 25 MB; the parser handles up to 50,000 data rows and 200 columns. Review the preview for limits and warnings. Title rows above the headings are skipped, the right sheet is chosen, encoding, delimiter and German number and date formats are detected. Common exports from Lexware Office, Lexware, sevDesk, DATEV (OPOS, EXTF), Xero and QuickBooks are recognised. Instead of uploading daily, the open items list can be e-mailed to the company's import address (Data import → “Import by e-mail”); a wrong file can be taken back with “Undo import”, and single invoices can be added or corrected under Invoices. A spreadsheet export is not a continuous ERP synchronization. Agree an import process for very large ledgers.
Required columns and review
Required fields are invoice number, customer name, due date and outstanding amount. Original amount, currency, customer reference and contact information help reconciliation. Column mapping is suggested for you to review. Applying data follows validation, preview and confirmation. Invalid rows are not guessed into valid receivables.
Choose the date format explicitly
Mapping lets you select day/month/year or month/day/year. 09/08/2026 is ambiguous without that choice. Resolve ambiguous dates before applying; a customer's language is not a reliable date-format selector. ISO dates such as 2026-09-08 avoid this ambiguity.
Snapshot or changes only
SNAPSHOT means the complete open ledger for the selected legal entity. A previously open invoice missing from it needs review and is not assumed paid. DELTA contains only new or changed rows; absence says nothing about payment or balance. Choose the mode that matches the export.
Multiple legal entities
Explicitly select the legal entity owning the receivables at import. Identical invoice numbers from different entities must remain separate. Published capacities: Start: 1, Core: 1, Scale: 3 legal entities. An entity is your own legal business, not a customer account. How many mailboxes a plan covers is stated under mailboxes; several entities may share one mailbox.
Accounts are not invoices
Plan capacity counts active customer accounts with a positive balance on an open or partially paid invoice. One customer with several such invoices is one active account. Reminders, invoices and users are not interchangeable capacity measures. Published plans include unlimited users; roles determine permissions.
Fresh data and paused sending
Regular refreshed data is required for reliable reminders. Sending guards block stale data beyond the configured freshness limit (in working hours; weekends and German public holidays do not count); the team is reminded one working day before. Uploading a file is insufficient: validate and apply it. For a pause, inspect the last applied import and settings; an explicit manual pause is not simply cleared by an import.
Missing recipient addresses
Open-items exports often contain no email addresses. Add or import customer contacts and verify matching. A reminder needs a valid permitted contact. Wrong-recipient reports and stop-contact requests require review; an arbitrary address is not a substitute.
Sign-in, invitations and delivery
Sign in with a one-time email link valid for 15 minutes; requesting a new link replaces password recovery. A team invitation contains the sign-in page rather than a short-lived token. Access activation, invoice-order verification, account-limit and import notices come from the product; reminders and replies to your customers use your connected mailbox. Microsoft user sign-in and Microsoft mailbox connection require separate configurations. Provider acceptance does not prove inbox arrival. Later delivery failures are recorded only with a configured, verified delivery callback; a detected system-mail failure appears for your administrators in the app. Check spam for a missing sign-in link and request a new one if needed.
Supported mailboxes
Available today is the connection over IMAP/SMTP with server settings and suitable credentials, preferably an app password; that includes Google Workspace mailboxes where their administrator allows an app password. The direct connection for Microsoft 365 and Google Workspace with one-time administrator authorization is available on request. Exchange Online does not accept IMAP/SMTP with a password, so with a Microsoft 365 mailbox contact support before ordering. Connected collections mailboxes per plan: Start: 1, Core: 1, Scale: 3, Enterprise: up to 25. With several mailboxes you assign each to one of your companies; one mailbox is the default sender. Verify connectivity before operation.
Approval and automation modes
Choose deliberately whether drafts wait for human approval or eligible routine actions run automatically. Exceptions remain reviewable tasks. Approval does not bypass freshness, contact or other send checks. Start with supervised review and change modes only after a controlled test.
Why a reminder is blocked
Before sending, checks cover the organization, mailbox, recipient, customer type, collectible balance, source freshness, holds, sending windows and previous actions. Unique references guard against duplicate actions. Inspect the specific blocking reason in the app. A green overview or simulation does not confirm delivery of a particular message.
Simulation is not proof of sending
Simulation shows eligible candidates, planned steps and known blocks without sending reminders. Actual sending rechecks the current state; entitlement, provider availability and sending windows can change. For a real test inspect the message and history, not merely candidate counts.
Payment promises and fulfilment
A payment promise records an intended date and possibly an amount. It affects follow-up and review tasks but is not proof of payment. Fulfilment or partial fulfilment is checked using refreshed source data. A broken promise leads to a traceable follow-up process.
Disputes and stop-contact requests
A disputed invoice, complaint or stop-contact request needs exception review. Establish responsibility and affected invoices from the reply. The app supports holds and tasks; it does not decide the legal validity of a debt or provide legal advice.
An email does not book a payment
Invoice amount, outstanding balance, due date and financial status come from applied source data or explicitly audited corrections. A reply saying 'already paid' is a report, not a zero balance. AI text cannot change financial fields. Payment reconciliation uses refreshed sources and different currencies are reported separately.
Match invoice documents
Documents can be uploaded and linked to invoices. Resolve ambiguous matches using invoice number, customer and legal entity. Matching searches open invoices; pagination reaches older documents. A document alone does not prove receipt of payment.
What reports actually measure
Reports show activity, aging, promises, disputes and source-confirmed balance reductions. A source reduction does not prove the software caused a payment. Partial promises remain distinguishable from fully fulfilled ones. Select the relevant period and review metric definitions.
Plans and setup fee
Start: 120 active debtor accounts; €500.00 / $500.00 monthly. Core: 350 active debtor accounts; €1,500.00 / $1,500.00 monthly. Scale: 700 active debtor accounts; €3,000.00 / $3,000.00 monthly. Enterprise: scope by agreement only; from €5,000.00 / $5,000.00 monthly. Annual billing: Start: €5,400.00 / $5,400.00 per year. Core: €16,200.00 / $16,200.00 per year. Scale: €32,400.00 / $32,400.00 per year. For fixed plans the annual fee is 10.8 monthly amounts. No setup fee: the first payment is one normal billing period. All amounts exclude tax. Fit depends on active accounts and required scope, not reminder volume. Choose the plan in the checkout, where the binding order is shown.
Payment and annual billing
Start, Core and Scale are fixed-price plans; monthly and annual EUR or USD orders are intended without a mandatory conversation. Company country determines currency: Europe EUR, outside the EU and the rest of Europe USD; language does not determine invoice currency. Every fixed-price plan is paid online by card through Stripe, monthly or annually, without a required meeting. Pay through Stripe by credit card, Apple Pay or Google Pay. The checkout shows the selected service and total amounts. The contract is concluded under the terms by our confirmation or provision of the ordered service. Product access begins only after confirmed receipt of the complete first payment. Tax and any required VAT-ID checks depend on company country and the invoice. Enterprise remains a scoped custom offer. Access pauses if a payment is 3 days overdue.
No trial – access after payment
There is no trial and no free test allowance. The first billing period must be paid before product access; there is no setup fee. Instead, the first payment is covered by a 30-day money-back guarantee as long as no AI usage costs have been incurred (terms section 4a). Product access begins only after confirmed receipt of the complete first payment. Start, Core and Scale do not require a conversation because of their price; payment is online by card through Stripe. Pay through Stripe by credit card, Apple Pay or Google Pay. The checkout shows the selected service and total amounts. The website shows actual screenshots and product views at /conversation#product-views, not a complete freely interactive public product demo. At /conversation you may optionally request a discussion or clarify individual requirements. A product view does not grant free access.
30-day money-back guarantee
Fixed-price plans (Start, Core, Scale) come with a 30-day money-back guarantee on the first payment of the first order: if you want your money back within 30 days, email [email protected] from the ordering account — no form needed. The guarantee applies only as long as no AI usage costs have been incurred on the account (for example AI classification of customer replies or AI assistant answers within the product); the account's AI usage record decides, and the free website chat before the purchase does not count. Where it applies, the first payment is refunded in full through Stripe and the subscription ends. The conditions are in section 4a of the terms. The chat itself cannot start or confirm a refund.
No setup fee
There is no setup fee on any plan. The first payment is one normal monthly or annual period. You set the product up yourself in the app using the setup checklist: import data, add contacts, connect the mailbox, configure rules and review the simulation. Personal onboarding, custom ERP development or additional mailboxes are owed only where their scope and any separate price were expressly agreed before ordering.
Custom requirements and planned features
Enterprise is a scoped offer with explicit limits, not unlimited self-service access. Larger ledgers, additional entities and custom integrations need functional and technical review. Multiple simultaneously active mailboxes are currently planned. Roadmap entries and higher list prices are not delivery commitments or proof of availability.
ERP integration and accounting
The implemented workflow imports spreadsheet exports and reconciles them. Naming an ERP export does not promise a direct real-time connector. Confirm columns and refresh cadence for your system. The app does not automatically write back to accounting. Special APIs or synchronization need separate agreement.
Data and AI processing
The application processes open invoices, customer contacts, correspondence and uploaded documents. Organization access and roles are checked server-side. Administrators can disable third-party AI processing; that interpretation is then unavailable and more review may be necessary. Replies from private persons and from customers of unconfirmed customer type are never sent to an AI model. The primary database is hosted in Nuremberg. Encrypted connections and server-side organization and role checks protect access. The privacy documents explain providers, data flows, retention and your rights.
Data export and deletion
Administrators can export structured organization, legal-entity, debtor, contact and invoice data. Original files, messages, audit records and billing evidence are outside this self-service export; arrange other required data returns with support. An administrator can permanently delete a single customer (debtor) on that customer's page, with its invoices, messages and the stored text extract from PDF attachments; the export lists every such deletion with date and counts, without the deleted data. If the next import file still contains the customer, it is created again. An unbilled organization can be erased after fresh authentication and explicit confirmation. Billed accounts are handled on an authorized request, coordinating return and statutory evidence retention. Account erasure and contract cancellation are separate processes; backups follow the erasure policy.
Publication status and legal limits
Legal publication prerequisites are marked confirmed in configuration for document version 2026-10-27. This does not confirm working invoice issuance or live ordering. Consult the applicable contractual and privacy documents. The assistant does not provide legal advice, decide debt validity or make binding custom commitments.
Support and individual clarification
For technical issues and unresolved requirements contact [email protected]. Include the affected feature, time and visible error. Do not share passwords, API keys, full customer records or payment information here. The assistant does not inspect live account state or send a message on your behalf.
Savings are an estimate
The calculator compares estimated labor costs with subscription and remaining manual work. Active accounts determine the plan; reminder volumes drive modeled effort. Assumptions are editable. The estimate does not prove reduced payroll, avoided write-offs or faster payments.