Setting Up Automated Invoice Reminders
About Automated Invoice Reminders
Automated invoice reminders help you improve payment collection by sending timely notifications to your customers. You can create a series of reminders that are sent automatically based on the invoice due date or the date the invoice was sent.
How to Configure Invoice Reminders
Accessing Reminder Settings
Navigate to your CRM's Settings, then select the Invoices section. Click on the option for Reminder Settings to begin configuration.
Creating a New Reminder
Click the Add New Reminder button to create a reminder. For each reminder, you will need to configure the following details:
- Reminder Name: Give the reminder a descriptive name for your reference.
- Reminder Template: Select an existing email or SMS template, or create a new one directly from this screen.
- Email Subject: Edit the subject line for the email reminder.
- Reminder Frequency: Set how often the reminder is sent. You can define it as a number of Days, Months, or Hours, and specify if it should be sent Before or After either the Invoice Due date or the Invoice sent date.
- Maximum Reminders: Set a limit for how many times this specific reminder should be sent.
You can create multiple reminders (e.g., Reminder 1, Reminder 2) with different settings. Use the toggle switch to enable or disable a reminder, and use the delete option to remove one entirely.
Understanding Reminder Behavior
Automated Reminders
The reminder template you preview and select in the settings is the exact template that will be used for automated reminders. These automated processes will only begin for invoices created after you have enabled the reminder feature. They will not be sent for invoices that were already overdue when the feature was activated.
Manual Reminders
For invoices that are not covered by automation (such as those that were overdue before reminders were enabled), you can send a reminder manually. When using the manual message composer, selecting a contact will populate their information, but dynamic invoice details like the amount, due date, or invoice number will not be filled in automatically. Manual reminders should be used sparingly to avoid confusion with your standard template format.
Invoice Due Date Settings
If you change the 'Invoice Due After (days)' setting in your Payment Settings, this change will only apply to new invoices generated after the update. It will not alter the due dates of existing or recurring invoices that have already been created.
Important Notes
- Invoices that existed before you enabled automated reminders require manual follow-up.
- Be aware that dynamic fields are not auto-populated when sending manual reminders.
- Changes to due date settings are not applied retroactively to existing invoices.