Ways to Schedule Automated Email Invoice Reminders

Cash flow is a problem for most small organisations. How can you convince clients to pay on time or within a reasonable time after the due date? Some of the possible solutions have been discussed previously. Accept credit/debit cards as well as bank wire transfers. Send statements regularly. If it makes economic sense, provide a discount for early payment. It often feels like there aren’t enough hours in the day for busy freelancers and service company entrepreneurs. There’s always something to do or catch up on, from client jobs to family life. For many sole proprietors, this includes the creation and distribution of invoices. Some clients, however, do not pay their invoices on time, necessitating the sending of reminder emails. You won’t have to bother sending individual reminder emails or deciding when, how, or if to send them anymore. Thanks to the automated process, you may utilise a common reminder email that is automatically personalised to the specific customer, their business, and the appropriate invoicing dates and facts. This reduces the number of invoice reminder emails you receive and allows you to dictate your conditions quietly before difficulties develop.

Ways to Schedule automated Invoice Reminders:

  • Make a reminder invoice template

Begin by going to the drop-down menu in the upper right-hand corner and selecting ‘Settings’, then ‘Email Templates.’ Then, click the ‘Add Invoice Reminder’ page on the’ Email Templates’ page.

  • Set the invoice reminder template’s rules

You’ll need to specify some rules for how the invoice reminder email should behave once you’ve built an invoice reminder template. An ‘Email Tags’ area on the right-hand side of the page will assist you in inserting important data into the Email. Hover your cursor over the ‘?’ to the right of each tag to learn more about the data that the tag will put into the Email.

  • Choose a time for the reminder to send

Enter the number of days and whether you want the reminder to be issued before or after the invoice due date in the ‘Invoice Reminder Rules’ section. If you opt to send the reminder when an invoice is due, you may also choose to send the reminder at recurrent intervals until the invoice is paid by checking the ‘Send recurring reminders?’ box. The reminders will stop instantly after an invoice has been paid in full. If you don’t want to implement this rule, you may still send an invoice reminder email to a client manually if an invoice is past due.

  • Where should the invoice reminder be sent?

In the ‘From’ drop-down option, choose the email address from which the invoice reminder should be sent. Next, select the ‘Email a copy to Sender’ check box if you want a copy of the invoice reminder emailed to the sender.

  • To whom should the reminder email be sent?

In the ‘To’ field, type ‘[contact email], ‘[contact billing email], or ‘[billing or contact email]’.¬† The ‘[contact email]’ address tag is the default configuration. Please keep in mind that if you write ‘[contact billing email],[contact email]’ in the ‘To’ form, the Email will be sent to both the [contact billing email] and [contact email] fields. If the contact has both, it will be sent to both the [contact billing email] and the [contact email] addresses. Use the [billing or contact email] tag to send the Email to one or the other address. If there is a [contact billing email], this will send the Email to it, and if there isn’t, it will simply send to the [contact email].

  • What should the Email’s subject line and message be?

The ‘[reference]’ tag is included by default in the email ‘Subject’ field, implying it will include the invoice reference number. The ‘Content’ part contains the main content of the Email. There is a default example text available. This content may be edited or replaced, and email tags can be used to personalise the Email for each customer. Fill in the necessary areas to use your language for the subject line and email message. You may create many invoice reminders, each with its subject line and email message. You may, for example, send one reminder to consumers immediately before payment is due and another after an invoice is past due.

  • What attachments should be included in the reminder email?

The invoice you’re reminding the client about will be sent as a PDF attachment to that Email. Pick ‘Attach Files’, then select a file from your computer to attach to an invoice reminder. All connected files will be included in every invoice reminder email when this reminder rule is used.

  • Using the template to send an invoice reminder

Begin by going to the ‘Invoice Emails’ part of the invoice’s ‘Invoice Details’ section. Next, check the option, “Email payment reminders if the invoice is not paid.” Finally, select ‘Create New Invoice’ or ‘Save Changes’ after all of the invoice’s data are complete.

  • Examining which invoices have a reminder set for them

Navigate to the ‘Work’ menu and pick ‘Invoicing’ to see which of your invoices have reminders scheduled. Then, choose ‘With active reminder emails from the drop-down box.’ If you choose an invoice from the list, you’ll be able to check if any reminder rules are in effect. You’ll also see when the next reminder Email will be issued.

You can checkout popular and useful Automated Invoice Reminder software.

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