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Invoices and estimates

How to send automatic reminders for unpaid invoices

Go to Payments › Invoices & Estimates › Settings › Reminder Settings and create one or more reminders with a name, email and SMS template, frequency (every X days before or after the due date or sent date) and a maximum number of sends, then switch them on. They only apply to invoices created after you enable them.

Updated on

Before you start

  • You need permission to manage Payments.
  • To send by SMS, the account needs an active phone number; for email, the email service must be set up.
  • If you want your own wording, you can create an email template under Marketing › Emails › Templates and an SMS template under Marketing › Templates beforehand; you can also create them during setup.
Where to find it

Payments › Invoices & Estimates › Settings › Reminder Settings

Step by step

  1. In the left menu, open Payments and click Invoices & Estimates.
  2. Click Settings (top right), then Reminder Settings.
  3. On the first reminder, enter a name (e.g. "3 days past due").
  4. Choose the email and SMS template. Use an existing one, edit it or create a new one on the spot.
  5. Enter the email subject.
  6. Set the frequency: every X days, hours or months, before or after the invoice due date or sent date.
  7. Set the maximum reminders so sending stops after a certain number.
  8. Switch the reminder on with the toggle.
  9. For another reminder (e.g. one before the due date and two after), click Add New Reminder and repeat.
  10. Save. To stop a reminder without losing it, switch the toggle off; to remove it, use Delete.

Send a manual reminder for an older invoice

  1. Open the customer's conversation in Conversations or the invoice in Invoices & Estimates.
  2. Write the message and send it. Picking the contact only fills in contact details: type the invoice amount, number and due date yourself.

Tips

  • The template shown in the preview in Settings is exactly what the customer receives.
  • Combine reminders: one "before due date" (courtesy) and one or two "after due date" (collection).
  • Reminders for each installment of a payment plan go out automatically on each installment's due date.

Common problems

  • The invoice was already overdue and got no reminder → Reminders only apply to invoices created after you enable them. Older invoices need a manual reminder.
  • I changed the due-date setting and older invoices didn't change → The Invoice Due After (days) option only affects invoices created after the change, including recurring invoices already generated.
  • My manual reminder went out without the invoice amount → In a manual message, invoice fields aren't filled in automatically. Type them into the text.
  • No reminders go out → Check that each reminder's toggle is on and that you saved the settings.

Frequently asked questions

Do reminders stop once the customer pays?

Reminders are meant for unpaid invoices; set the maximum reminders to cap how many go out.

Can I have different reminders per customer?

Reminder settings are account-wide and apply to all new invoices.

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