How to: Set Up Automatic Payment Reminders

Modules involved: Sales → Invoices · Settings → Email Templates
Who uses it: Finance / AR, operations admin
Time required: ~10 minutes setup; runs automatically thereafter

Overview

Chasing overdue invoices manually takes time and creates inconsistency — some clients get called, others are forgotten. The platform can send automatic reminder emails at configurable intervals after the due date, without any manual action per invoice.

Step-by-step

1. Open invoice settings

Navigate to Settings → General Settings and look for the Invoice / Billing section, or navigate directly to the invoice reminders configuration (the exact path depends on your platform version — look for "Payment Reminders" or "Overdue Notifications").

2. Configure reminder intervals

Set the days-after-due-date triggers. A typical schedule:

You can add or remove intervals and assign a different email template to each.

3. Set or review the email template

Each reminder interval can use a different email template. Navigate to Settings → Email Templates and check the templates tagged as "Invoice Reminder" or "Overdue Notice". Edit the subject line and body as needed.

Available merge fields (inserted with {{field_name}}):

• {{client_name}} — client's company name
• {{invoice_number}} — invoice number
• {{invoice_amount}} — total amount due
• {{due_date}} — original due date
• {{days_overdue}} — days since the due date
• {{payment_link}} — direct payment link (if payment gateway is active)

4. Enable reminders

Toggle the Active switch for each reminder level you want to use. Inactive levels are skipped even if their interval has passed.

5. Exclude specific invoices or clients

To prevent a reminder from being sent on a specific invoice, open the invoice detail and use the Suppress reminders or Do not send reminders toggle. This is useful for invoices under dispute or clients you are managing directly.

6. Monitor sent reminders

Go to Sales → Invoices, filter by Overdue, and check the activity log on individual invoices to see which reminders have been sent and when. The log shows the delivery status (sent, bounced, opened) if your email provider supports tracking.

Result

Overdue invoices receive reminders automatically on the configured schedule. Finance is freed from manual follow-up for standard cases and can focus on high-value or disputed accounts that need personal attention.