Payment reminders follow up on unpaid invoices automatically, so you don't have to chase clients yourself. Each reminder is an email sent to the client on a set day before or after the invoice's due date.
Payment reminders are available on the Professional and Ultimate subscription plans.
How Payment Reminders Work
Reminders are built from templates, and templates are applied to invoices:
Template: Holds one or more reminders, each with its own timing, sender, subject, and content. You create templates in Settings > Payment Reminders.
Organization default: The template offered when you tick the reminders option on an invoice (for a client without a template of its own).
Client template: A template set on a specific client. Reminders are added automatically whenever you send that client an invoice.
Invoice reminders: When a template is applied to an invoice, the invoice gets its own copy of the template's reminders. You can edit them on that invoice without changing the template. Later changes to the template or the client's template don't affect invoices that already have reminders.
đ Example: Your organization default is Standard reminders, and Acme Corp has Strict reminders set as its client template. When you send Acme Corp an invoice, the reminders option is already ticked with Strict reminders selected. When you send Globex Inc. an invoice, the option is off. If you tick it, Standard reminders can be selected.
đ Creating and Managing Payment Reminder Templates
đ Adding Payment Reminders to Invoices
đ Setting a Default Payment Reminder Template for Clients
Who Can Use Payment Reminders
What you can do depends on your permissions:
View and send payment reminders: Add and manage reminders on invoices
Add, edit, and delete payment reminder templates: Create and edit templates, and set templates on clients
đ See Custom Invoicing Permissions.
Payment Reminder Statuses
Each reminder on an invoice has one of these statuses:
Scheduled: The reminder is set but not yet sent.
Sent: The reminder has been sent to the client.
Stopped: The reminder won't be sent. This happens when the reminder's date is today or in the past, the invoice amount is zero, the invoice is already fully paid when the reminder is added, or the invoice is marked as unsent.
đ Productive only sends reminders scheduled for tomorrow or later. If a reminder's date is today or has already passed, it goes straight to Stopped and never sends. This can happen when you send an invoice that's due soon: any reminders from the template that fall on today or earlier show as Stopped right away.
When Reminders Stop
Payments
When a payment in full is recorded against an invoice, all reminders for that invoice are stopped.
If the payment is deleted, the reminders stay stopped.
Unsending an Invoice
If an invoice is marked as unsent, all reminders for that invoice are stopped.
Using the AI Assistant
You can ask the AI Assistant to handle payment reminders for you. It can:
Create, edit, and delete templates, including the reminders inside them
Set a template as the organization default
Set or clear a client's payment reminder template
Add reminders to a sent invoice, one at a time or by copying a template's reminders
đ When the AI Assistant sends an invoice, it doesn't add reminders automatically, even if the client has a payment reminder template. Ask it to add the reminders.
