# Invoice Reminders > Automatically chase overdue invoices and remind customers before payment is due — with per-customer, per-invoice, and minimum-balance controls. Source: https://www.accountfun.com/docs/guides/invoice-reminders/ Invoice Reminders email your customers about [invoices](https://www.accountfun.com/docs/guides/invoices/) that are overdue or coming due, so you get paid faster without manually following up. Reminders are **rule-based** and run automatically, and you can always fire off a one-off reminder by hand. Configure everything under **Settings → Invoice Reminders**. Managing the rules needs the **Templates & Reminders** permission — Admins and Accountants have it by default (see [Roles & permissions](https://www.accountfun.com/docs/guides/roles/)). Requires Standard or Plus Both automatic and manual email reminders require **Standard** or **Plus** with billing access. **Free cannot send reminder emails**. On Free, share the invoice’s public link yourself, or print/download its PDF. Reminders pause when the business is read-only. ## How reminders work Each reminder is a **rule** that says: “on day X relative to the due date, email the customer about this invoice.” A scheduled daily check evaluates your rules and sends any that fall due that day, in your org’s local timezone. A reminder fires for an invoice only when **all** of the following are true: * The invoice is **Approved** (drafts and submitted invoices are never chased). * It has a **balance due greater than zero**. * The **contact has an email address** (primary email, falling back to the email field). A given rule fires **at most once per invoice per calendar day** — if the scheduler runs several times that day, or the invoice already received a manual reminder that day, it won’t double-send. ## Set up reminder rules **Settings → Invoice Reminders → Create Rule.** Each rule has: | Field | What it does | | ---------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Name** | A label for the rule, e.g. “Overdue 7 days”. | | **Days from due date** | When to send, relative to the due date. **Negative** = before the due date (e.g. `-7` sends 7 days early). **Positive** = after it’s overdue (e.g. `3` sends 3 days late). Range: -90 to 90. | | **Applies to** | Which invoices the rule covers: **All invoices**, **Overdue only**, or **Due soon only**. | | **Template** | The email template to use (defaults to **Invoice Reminder**). | | **Enabled** | Turn the rule on or off without deleting it. | Stack as many rules as you like — a typical setup is one reminder a few days *before* the due date and a couple *after* it becomes overdue. Pair the fields sensibly “Days from due date” and “Applies to” work together. A rule of `-3` days with **Due soon only** nudges a customer before payment is due; a rule of `+7` days with **Overdue only** chases one that’s already late. A mismatched pair (e.g. a positive offset with **Due soon only**) matches no invoices, so nothing fires. ## Minimum balance to chase Don’t want to chase small balances? The **Minimum Balance to Chase** card at the top of the page skips automatic reminders for invoices owing less than a threshold you set. * Toggle it **On**, enter an **amount**, and pick the **currency** to compare in. * Each invoice’s balance is **converted into that currency** (at the due-date rate) before comparing, so the gate works correctly across [multi-currency](https://www.accountfun.com/docs/guides/multi-currency/) invoices. This affects **automatic** reminders only. On Standard or Plus, a manual reminder bypasses the minimum balance; plan access, sending allowances and recipient safeguards still apply. ## Three layers of opt-out (and how they interact) Three independent opt-outs suppress **automatic** reminders. They’re ideal for placeholder invoices, special payment agreements, or customers you chase differently. Each lives on its own screen — there is no single combined view. | Layer | Where to set it | Toggle label | Default | | ----------------------- | ------------------------------------ | --------------------------------------- | ------------ | | **Per invoice** | Invoice detail page (or create form) | **Auto reminders** — On / Off | On | | **Per customer** | Contact form (new or edit) | **Exclude from automatic reminders** | Not excluded | | **Org minimum balance** | Settings → Invoice Reminders | **Minimum Balance to Chase** — On / Off | Off | ### These are additive — any one suppresses The layers don’t override each other. They stack with **OR logic**: if **any single layer** says “suppress,” the automatic reminder does not fire. No layer can “un-suppress” what another blocks. * An invoice opted **in** still won’t fire if the **customer** is excluded. * A customer who is **included** still won’t fire if that specific **invoice** is opted out. * Both can be opted in, but if the invoice balance is **below the org minimum**, it’s suppressed. ### All combinations “**Sends**” means the automatic scheduler fires the email. “Suppressed” means it does not (but a manual send still works). | Invoice toggle | Customer | Org minimum balance | Automatic reminder | Manual send | | -------------- | ------------ | ------------------------------ | ------------------------ | ----------- | | On | Included | Off, or above threshold | **Sends** | Sends | | **Off** | Included | Any | Suppressed | Sends | | On | **Excluded** | Any | Suppressed | Sends | | Off | Excluded | Any | Suppressed | Sends | | On | Included | **Below threshold** | Suppressed | Sends | | On | Included | Below, but FX rate unavailable | **Sends** (gate skipped) | Sends | Why an FX failure still sends The minimum-balance check needs to convert the invoice’s currency into the threshold currency. If that conversion can’t be resolved, AccountFUN sends the reminder rather than silently swallowing it — a currency-lookup failure should never suppress a reminder you’d otherwise receive. ### What you see on each screen Each layer has its own indicator — none of them show the other layers’ state: * **Invoice detail page** — shows only the per-invoice toggle: **“Auto reminders … On”** or **“Auto reminders … Off”** (next to the action buttons). Editable at any status, even after approval. * **Contact detail page** — shows a badge: **“Automatic Reminders: Excluded”** (amber) or **“Automatic Reminders: Included”** (green). * **Settings → Invoice Reminders** — shows the minimum-balance toggle, amount, currency, and the list of reminder rules. The invoice toggle doesn’t show the full picture The “Auto reminders” toggle on an invoice reflects **only** the per-invoice layer. If the customer is excluded or the org minimum-balance gate would suppress the invoice, the toggle still reads **“On”** — the reminder won’t actually fire automatically, but the toggle gives no indication of that. Check the **contact’s detail page** for the per-customer exclusion, and **Settings → Invoice Reminders** for the minimum-balance gate. Opt-outs are automatic-only These opt-outs mean “don’t *auto-chase* this invoice/customer” — they do **not** block a manual reminder. If you click **Send Reminder** yourself, it sends regardless of all three layers (see below). ## Send a reminder manually On Standard or Plus, for any approved invoice with a balance, the **Email Reminder** button opens a compose dialog pre-filled with the customer’s address, a default subject and body, and the invoice PDF attached. Edit the recipients (To/CC/BCC), subject, message, and reply-to, then **Send Reminder**. A manual send is an **explicit override** — it deliberately ignores all three opt-outs above (per-invoice, per-customer, and the minimum-balance gate), because you chose to send it. It also counts as “reminded” for the day, so the automatic scheduler won’t double up. ## The reminder email Reminders use the **Invoice Reminder** template: * **Subject:** `Reminder: invoice INV-0001 ($1,925.00 due)` * **Body:** a friendly note showing the invoice number, the balance due, and a due-status phrase — *“(due in 3 days)”*, *“(due today)”*, or *“(overdue by 7 days)”* — plus any custom message. * **Attachment:** the invoice **PDF** (on by default). * **Call to action:** a “View invoice” link back to the app. The reminder copy is fully customizable — create and set a default **Invoice Reminder** template under [**Settings → Email Templates**](https://www.accountfun.com/docs/guides/business-email/). The standard email defenses — daily send quotas, suppression lists, and an unsubscribe header — all apply. Both automatic and manual reminders honor the recipient’s **contact-wide default CC/BCC** (level 2 of the [three-level CC/BCC system](https://www.accountfun.com/docs/guides/business-email/)) — for example, a customer’s accountant stays CC’d on reminders too. The manual compose dialog pre-fills these so you can adjust them before sending. ## Worked example: a simple chase schedule Acme Co. owes you $1,925 on invoice INV-0001, due in 14 days. 1. **Settings → Invoice Reminders → Create Rule**: name *Due soon*, days `-3`, applies to **Due soon only**. Create a second rule: name *Overdue*, days `+7`, applies to **Overdue only**. 2. Eleven days pass (3 days before due). Acme gets an automatic “due in 3 days” email with the PDF attached. 3. The due date comes and goes unpaid. Seven days later, the *Overdue* rule fires and Acme gets an “overdue by 7 days” email. 4. You also want to nudge them today, so on INV-0001 you click **Email Reminder**, tweak the message, and send. The scheduler won’t re-send the +7 reminder for today because a reminder already went out this window. If Acme had been excluded per-customer, steps 2 and 3 would have been skipped — but your manual send in step 4 still goes through.