No one likes to chase down a client who is late on payment. Payment reminders are best left to automation! They are added right into your payment schedule, so make sure you know how to build one first.
You can set up payment reminders to send before, on, or after the the due date. The reminders will only send if the client has not yet paid the due amount for that date.
Payment reminder canned emails
Before you can add any payment reminders to a payment schedule, you'll need a canned email template for each type of reminder you'd like to send.
👋 Here's a tip... new accounts come pre-loaded with three payment reminder canned email templates, which you can edit under Templates >> Canned Emails.
You can make your own payment reminder canned emails. Use the smart fields under Smart Field >> Payment Schedule to autofill the payment due date and/or amount.
⚠️ Heads up! The smart fields under Smart Field >> Payment Schedule can only be used in canned emails that you will use as payment reminders. They will not work in any other situation.
Include the Smart Field >> Link >> Invoice Link to autofill a button so the client can access their invoice from the reminder email.
Here's what the final email may look like:
Add a reminder to a scheduled payment
You can add a reminder to any scheduled payment while creating a payment schedule or by clicking the gear icon next to the scheduled payment you want to edit.
In the Add/Edit Scheduled Payment modal, click Add Reminder.
Under Send Date click Relative.
Choose the timing for your reminder and use the dropdown to select Before due date or After due date.
In the Select canned response dropdown, select a canned email to send as the payment reminder.
Click Add Reminder again to add another reminder if desired.
Click Apply when you're finished adding reminders.
Here's what a payment schedule template looks like with two payment reminders added to the second due date:
👋 Here's a tip... the relative send date "0 days before payment due" will send the reminder on the due date.
How do I know if a reminder was sent?
Reminders that appear in green text on an invoice have been sent. You will also find a record of the sent reminder email in the Emails tab of the project. Reminders that appear in red text will not send. You can click on the gear icon next to the scheduled payment to see the reason the reminder was not sent.
If the client already made a payment, will the reminders still send?
No. If an amount due for a scheduled payment has been paid in full, no further reminders will send for that payment.