Setup
You will need the following permissions in your security group:
Can view invoices and credit notes
Can change site configuration settings
Click here to learn about permissions and security groups.
Email templates
Navigate to Control Panel > Email Templates to review and set up (if required). The four default email templates, 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.
Contacts
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.
Billing card
Ensure the billing card has the Overdue Invoice Automatic Reminders check box selected (this is selected by default when creating new billing cards).
How to turn on automatic invoice reminder emails
Enabling this sends automated reminders for all eligible overdue invoices.
1. Navigate to Control Panel > Invoicing. Select See advanced...
2. Select the Automatic overdue reminders checkbox and click Save.
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
How to exclude billing cards from automatic invoice reminder emails
Disabling Automatic overdue reminders in the Control Panel will stop all automatic overdue invoice emails, regardless of the individual billing card settings.
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.
How to manually send overdue invoice reminder emails
1. Navigate to Billing > Invoices.
2. Search and apply filters to narrow down the list of invoices. Alternatively, click on one of the tiles for overdue invoices to quickly apply the relevant filters
3. Select the invoice(s) to send the overdue reminder, then click Edit x Invoices.
4. In the popuo window, select the email template from a drop-down, then click Apply changes.
All invoices selected will be sent to any configured client primary and/or client requirement contacts and property contacts with Requires Invoice selected.
FAQ
When is an invoice considered past due/overdue?
Once the invoice due date has passed.
Where can I see what email was sent by the automatic invoice reminder workflow?
Emails sent by the automatic invoice reminder workflow can be found in the Correspondence tab on the related client, property, or invoice record in the Uptick Web Platform. If no email appears, it was likely not sent — check that the invoice is authorised and the client has a valid email address on file.
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.
How do the Control Panel and billing card settings affect automatic overdue invoice reminders?
If the Global Master Switch (Control Panel) is OFF: No automatic overdue invoice reminders will be sent, regardless of whether the "Overdue Invoice Automatic Reminders" checkbox is ticked on any individual billing card. The global setting takes precedence and effectively disables the feature across your entire account.
If the Global Master Switch (Control Panel) is ON: Automatic overdue invoice reminders will be sent, but only for those invoices associated with billing cards that also have their "Overdue Invoice Automatic Reminders" checkbox ticked.
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?
Yes. You can select the template, please refer to How to manually send overdue invoice reminder emails for instructions.
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. To ensure they appear in the selection list, set the category to overdue_invoice_reminder_email.
