Setup
You will need the following permission in your security group:
Can view invoices and credit notes
Can change site configuration settings
Click here to learn about permissions and security groups.
If you see this icon, click to expand for more information
If you see this icon, click to expand for more information
We will add additional information and images under these arrows.
Caution: Enabling this sends automated reminders for all eligible overdue invoices.
How to configure automatic invoice reminder emails
1. Navigate to Control Panel > Email Templates to review and set up (if required).
1. Navigate to Control Panel > Email Templates to review and set up (if required).
Uptick offers three default email templates, review these to ensure the wording aligns with your business.
30 Days Overdue Invoice Reminder Email
60 Days Overdue Invoice Reminder Email
90 Days (or more) Overdue Invoice Reminder Email
You can edit the message body at any time, but do not change the name, key, or category of the template, as this will prevent emails from being sent.
2. Ensure your contacts are set up to receive invoices
2. Ensure your contacts are set up to receive invoices
The client primary and/or billing requirement contacts are set up and property contacts have Requires Invoice selected.
3. Ensure the billing card has the Overdue Invoice Automatic Reminders check box selected (this is selected by default when creating new billing cards).
3. Ensure the billing card has the Overdue Invoice Automatic Reminders check box selected (this is selected by default when creating new billing cards).
3a. Optional - exclude some billing cards from receiving automatic reminders.
3a. Optional - exclude some billing cards from receiving automatic reminders.
Navigate to Billing > Billing Cards
Select the billing card you want to exclude and select Update
De-select the check box that says Overdue Invoice Automatic Reminders
Select Update at the bottom of the page
*Manual reminders will still be sent even if automatic reminders are disabled.
4. Navigate to Control Panel > Invoicing. Select See advanced...
4. Navigate to Control Panel > Invoicing. Select See advanced...
5. Select the Automatic overdue reminders checkbox.
5. Select the Automatic overdue reminders checkbox.
6. Click Save at the bottom of the page.
6. Click Save at the bottom of the page.
7. Reminders are sent overnight for invoices 30, 60, and 90 days past due, then every 30 days thereafter.
7. Reminders are sent overnight for invoices 30, 60, and 90 days past due, then every 30 days thereafter.
See rules below in the FAQ section
8. Optional - View the email that was sent.
8. Optional - View the email that was sent.
Navigate to the correspondence tab or view the timeline on a client, property or invoice.
How to manually send overdue invoice reminder emails (individual and bulk)
1. Navigate to Control Panel > Email Templates to review and set up (if required).
1. Navigate to Control Panel > Email Templates to review and set up (if required).
Uptick offers four default email templates, please review these to ensure the wording aligns with your business.
Overdue Invoice Reminder Email V2
30 Days Overdue Invoice Reminder Email
60 Days Overdue Invoice Reminder Email
90 Days (or more) Overdue Invoice Reminder Email
You can edit the message body at any time, but do not change the name, key, or category of the template, as this will prevent emails from being sent.
1a. Optional - Create custom email templates.
1a. Optional - Create custom email templates.
You can create unlimited templates for manual sending for example, you may want to send one at 7 days overdue. To ensure they appear in the selection list, set the category to overdue_invoice_reminder_email.
2. Ensure your contacts are set up to receive invoices.
2. Ensure your contacts are set up to receive invoices.
The client primary and/or billing requirement contacts are set up and property contacts have Requires Invoice selected.
3. Navigate to Billing > Invoices.
3. Navigate to Billing > Invoices.
4. Search and apply filters to get a specified listing for all the invoices that you want to send.
4. Search and apply filters to get a specified listing for all the invoices that you want to send.
Ensure you set the Status to Is Authorised when filtering.
Available filters:
Due Before & Due After
Days Overdue
Click on the links provided in the Invoices search list.
5. Select the invoice(s) you want to perform the bulk action on.
5. Select the invoice(s) you want to perform the bulk action on.
6. Select Edit x Invoices.
6. Select Edit x Invoices.
7. A window will appear where you can select the email template from a drop down, once selected click Apply changes and the emails will be sent.
7. A window will appear where you can select the email template from a drop down, once selected click Apply changes and the emails will be sent.
All invoices selected will be sent to any configured client primary and/or client requirement contacts and property contacts with Requires Invoice selected.
8. Optional - View the email that was sent.
8. Optional - View the email that was sent.
Navigate to the correspondence tab or view the timeline on a client, property or invoice
FAQ
When is an invoice considered past due/overdue?
Once the invoice due date has passed.
Will all overdue invoices be sent reminders?
No, the following rules are in place when sending invoice reminders.
Only invoices at authorised status will be sent.
If an invoice has been created without a client or a property, it will not be sent.
If an invoice does not have a PDF generated, it will not be sent.
If there are no contacts set up on the client and/or property, it will not be sent.
When I am manually sending invoice reminders from the invoice search list, why are the invoices still being sent when I have disabled the "Overdue Invoice Automatic Reminders" setting on my billing card?
This setting is ignored when you are manually sending an invoice reminder, it is only applicable when automatically sending reminders. Manual reminders will still be sent even if automatic reminders are disabled.
Will overdue invoices linked to inactive clients and properties be sent reminders?
Yes, for invoices at authorised status only.
Who do the overdue invoice reminder emails go to?
The same logic applies to overdue invoice reminders that also applies when sending invoices.
If a client primary contact email is set, this contact will receive them.
If a client billing contact email is set, this contact will receive them.
If a property contact is set to Receive Invoices, this contact will receive them along with any client requirement contacts set.
Will only 1 email be sent to all contacts if there are multiple contacts set up to receive invoices?
No, each recipient will receive 1 email for each invoice that is overdue.
If a contact has multiple overdue invoices will they receive 1 email for each invoice?
Yes.
When will automated overdue invoice reminder emails be sent?
When the invoice exceeds the number of days past the due date a reminder will be automatically sent.
Exactly 30 days past the invoice due date.
Exactly 60 days past the invoice due date.
Exactly 90 days past the invoice due date
Every 30 days thereafter
Will the automatic overdue invoice reminder emails send the same email template for the different past due days?
No, we offer three different email templates all with a varying degree of importance
30 Days Overdue Reminder Email - a gentle reminder, assume they simply forgot, tone = friendly & helpful.
60 Days Overdue Reminder Email - address the delay directly, tone = firm & urgent.
90 (or more) Days Overdue Reminder Email = formal last notice, tone = serious & formal.
Will I be able to identify which invoices have had invoice reminders sent?
Yes, a last reminder sent date is applied to the invoices when they are sent and this can be filtered for in the Invoices search list.
Can I filter for invoices past their due date?
Yes, you can use the following
Due Before & Due After filters if you want to search for a particular date range
Days Overdue filter if you are looking for a specific amount of days, for eg 7 days
Click on the links provided in the Invoices search list for pre-set time frames
Can I choose a different email template when manually sending invoices?
Can I use my existing overdue invoice reminder email template when sending a reminder manually?
No, this email template will not work with this new method. We offer four default templates for you to use, or you have the option to set up a new custom email template as described in steps 1 and 1a above