Mahnläufe

Mahnläufe are structured reminder notices sent to customers with overdue invoices as part of accounts receivable management. They are used to encourage timely payment and to standardize collections. A typical Mahnlauf consists of several reminder steps, commonly the 1st, 2nd, and 3rd (or final) Mahnung. With each step, the formality increases and consequences may be mentioned, such as late fees, interest, suspension of services, or escalation to a collections process. In many organizations, Mahnläufe are automated in ERP or accounting software: the system identifies overdue items, calculates days past due, and dispatches the appropriate notice while recording statuses.

Setup and timing: The run is governed by rules about due dates, grace periods, and the content of reminders. They are scheduled at defined intervals, often a week to two weeks apart, and span the life of an overdue invoice. The content typically includes the invoice number, amount due, due date, payment options, and a statement of next steps if payment is not received.

Legal and practical considerations: Companies must comply with local debt-collection regulations and avoid coercive language or threats. The exact rules vary by jurisdiction. In Germany, the Mahnung process is embedded in civil-code practice; a debtor is generally in default after the due date if payment is not made, but the form and timing of reminders affect the enforceability of further actions.

Variations and terminology: The term is also used in enterprise software contexts; for example, SAP and other systems refer to a Mahnlauf as an automated dunning run. Organizations tailor the number of reminders, the wording, and when to escalate to third-party collection.