Invoice Reminders

Invoice Reminders email your customers about 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).

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 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. 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) — 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.