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 plan.
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.
In this article...
Add a reminder to an installment
You can add as many reminders as you'd like to each installment in a payment plan.
Click on an installment in a payment plan.
Under Reminders click Add reminder.
Choose the Send date and Send time for the reminder.
If you would like, select a custom canned email from the dropdown. Otherwise, the default payment reminder email will be used.
Repeat steps 2-5 to add additional reminders.
Here's what a payment plan template looks like with two payment reminders added to the second due date:
👋 Here's a tip... the send date "0 days before due date" will send the reminder on the due date.
Payment reminder canned emails
Dubsado provides a default payment reminder email. You can edit this default email under Templates >> Canned Emails >> Edit Templates >> Payment Plan Reminder.
Alternatively, you can create your own canned email templates to use for different payment reminder situations, such as upcoming or past due reminders.
When writing a canned email for a payment reminder, use the smart fields under Smart Field >> Payment Plan to autofill the payment due date and/or amount.
⚠️ Heads up! The smart fields under Smart Field >> Payment Plan 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:
If the client already made a payment, will the reminders still send?
No. Once the amount due for an installment has been paid in full, no further reminders will send for that payment.
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.
Click on the installment to expand it and see why the reminder was not sent. If it's too late to send a reminder and you still want to send it, click on the reminder in the table to set a new date in the future.
I'm no longer going to finish a project and don't want any future reminders to send. How can I get them to stop?
If a client cancels on you or disappears and won't be paying their remaining balance, the best thing to do is to close their invoice. The invoice will be zeroed-out with an uncollectible balance and remaining reminders will be cancelled.
If the project isn't fully cancelled, you can always remove reminders individually by clicking on the trash icon.
Why did my client still get payment reminders after I archived their project?
If the project had a job status when it was archived, the invoice would not have been closed automatically. If you will be archiving a project with a job status and the invoice will no longer be paid in full, remember to close the invoice.
When a project with a lead status is archived, the invoices are closed automatically and payment reminders will not send.