Payment reminders

Most invoices are paid late because nobody asked. Reminders ask, on a schedule you set, and stop the moment they should.

How to set them up

Settings → Payment reminders. Give a list of days relative to the due date — negative is before, positive is after. -3, 7, 14, 30 means a polite nudge three days before it is due, then three escalating reminders. Set how many steps to stop after, so nobody gets chased forever.

When they do not fire

A reminder is never sent for a draft, a voided document, or an invoice that is paid. Each step is sent once per invoice: if the nightly run happens twice in a day, the customer gets one email, not two. And if an invoice is partly paid, the reminder quotes the remaining balance, not the original total — nothing erodes trust faster than being chased for money you sent.

What the customer gets

A short email with the amount outstanding, the due date, how late it is, and a button that goes to their own page for that invoice, where they can view it, download the PDF and pay. No account, no app.

Reminders versus statements

A reminder is about one invoice. A statement is about the whole relationship — every open document and what it all adds up to. Their accountant wants the second one at month end; your reminder emails do not replace it, and fourteen reminder emails are not a substitute for one statement.

When it is not working

If a customer never seems to receive them, check their email address on their record, and check Settings → Email: documents sent from your own domain land far better than ones sent from ours. See SPF, DKIM and DMARC.

← All guides