Set up invoice reminders
Take the manual follow-up out of unpaid invoices. Set up automated reminders that go out before and after the due date, with the wording you choose.
- A paid plan (Plus or Advanced), because Free can't add or edit reminders
- An invoice with a due date that you send to the client (lesson 4.3)
Why automated reminders matter
Most late payments aren't deliberate. A client meant to pay, got busy, and the invoice slipped, and then it felt awkward to bring up.
Automated reminders take that awkwardness out. They go out on time, they're polite, and every client gets the same message.
Where reminders live
- Go to Workflows → Reminders. Reminders moved here from the Settings menu, so older bookmarks may point to the wrong place.
- On the Invoice reminders card, click New reminder. New workspaces already have one: an email 1 day before the due date.
- Under Delivery method, pick Send email or Send SMS. SMS needs Plus or Advanced and doesn't send during the free trial.
- Under Delivery time, choose Before due date or After due date, then the number of days (at least 1).
- Write the message, add smart chips (data tokens for client name, amount, due date), then Preview and Save.
Build a sensible cadence
You can add several reminders, each with its own timing and message. For example:
- A friendly note 3 days before the due date.
- A polite reminder 1 day after.
- A firmer follow-up 3 days overdue.
- A final notice 7 days overdue.
Reminders can't go out on the due date itself; the shortest timing is 1 day. If a reminder turns out to be too much for your clients, delete it.
Make sure they actually fire
Four things stop invoice reminders from sending. Check them in order:
- Your plan. Invoice reminders need Plus or Advanced.
- The invoice wasn't sent. Reminders are set up when you first send the invoice (with Send payment link or by email), and only for dates after that day. An invoice you've created but not sent gets none, and a reminder you add later only applies to invoices you send after that.
- The invoice is paid or void. Reminders stop once it's marked paid or void.
- The client's notification preferences don't allow email or SMS: open the client record, click the gear icon, then Notification preferences.
Tick these off in your own workspace before moving on.
Five reminder schedules to start from.
These are starting points, not rules. Adjust the timing to suit your clients.
Email 3 days before the due date, then 1 day after. Stop there and follow up personally.
Email 1 day after the due date, SMS 3 days after, then a final email 14 days after.
One email 5 days before the due date, and nothing after.
Email 7 days before the due date, then 14 and 30 days overdue. Organisations often take longer to pay.
Cards saved at intake. At the end of each session, use Add payment to charge the saved card. Keep a single 7-days-overdue email reminder for the rest.
Where do I set up invoice reminders?
Workflows → Reminders → Invoice reminders. They moved here from Settings, so older bookmarks may go to the wrong place.
Can I send reminders before AND after the due date?
Yes. Add a separate reminder for each timing, before or after the due date, each with its own message. A reminder on the due date itself isn't an option: the shortest timing is 1 day.
Can I personalise reminder messages?
Yes, use smart chips in the template editor. These are pill-shaped tokens you insert from the editor toolbar that pull in client name, amount, due date, and other fields, then populate with real values when the reminder sends.
Are automated reminders available on the Free plan?
No. Automated email and SMS reminders need Plus or Advanced. On Free you can see the Reminders page, but you can't add or edit reminders, and the default reminders a new workspace starts with don't send.
Can I exempt certain clients from reminders?
Yes. Open the client's record, click the gear icon, and in Notification preferences set email or SMS to No. They won't receive automated reminders on that channel. Clients can also change this themselves in the client portal.
Do reminders work for cash, check, or ACH invoices?
Yes. Reminders go out while the invoice is unpaid, whatever the payment method. Once you mark it paid, they stop.
Why aren't my reminders being sent?
Check four things: (1) you're on Plus or Advanced, (2) the invoice was sent, not just created, and the reminder existed when you sent it, (3) the invoice isn't already paid or void, and (4) the client's Notification preferences allow email or SMS.