Invoice Reminders

DrillerDB allows you to send payment reminders to customers with unpaid invoices. This guide covers sending reminders and best practices for follow-up.

Quick Start: Send a Reminder

1. Open an unpaid invoice
2. Click Send Reminder
3. Review/customize message
4. Click Send

Step-by-Step: Sending Manual Reminders

Step 1: Find Unpaid Invoices

1. Go to Billing > Invoices
2. Filter by Unpaid or Overdue
3. Find invoice to follow up on

Step 2: Open the Invoice

1. Click the invoice
2. Review details:
   • Amount due
   • Due date
   • Days overdue
   • Previous reminders sent

Step 3: Click Send Reminder

1. Click Send Reminder button
2. Reminder dialog opens
3. Default message appears

Step 4: Customize Message

The default includes:

• Customer name
• Invoice number
• Amount due
• Days overdue
• Payment link

Personalizing:

Step 5: Send

1. Review final message
2. Click Send
3. Reminder delivers immediately
4. Activity logged on invoice

Reminder Email Contents

What Customers Receive

Sample Reminder Messages

Friendly First Reminder:

"Just a friendly reminder that Invoice #2024-0156 for $3,500.00 is due. Click below to pay online or contact us with any questions."

Second Reminder (Overdue):

"Your invoice #2024-0156 is now 15 days past due. Please make payment at your earliest convenience to avoid service interruption."

Final Notice:

"This is a final notice regarding Invoice #2024-0156, now 45 days overdue. Payment of $3,500.00 is required within 7 days."

Tracking Reminders

Viewing Reminder History

1. Open the invoice
2. Go to Activity section
3. See all reminders with:
   • Date sent
   • Recipient
   • Email status
   • Customer response

Email Tracking

Best Practices

When to Send Reminders

Recommended Schedule

Week 1: Friendly

• Mention invoice is due
• Provide payment link
• Offer assistance

Week 2-3: Professional

• Note invoice is overdue
• Request prompt payment
• Include consequences

Week 4+: Firm

• State payment required
• Mention collections possibility
• Set deadline

Multiple Invoices

Batch Reminders

For customers with multiple unpaid invoices:

1. Go to Billing > Invoices
2. Filter by customer
3. Select multiple invoices
4. Click Send Reminder
5. One email lists all invoices

Statement Option

Alternatively, send account statement:

1. Go to customer record
2. Click Send Statement
3. Shows all outstanding invoices
4. Single payment link for total

Following Up

After Sending Reminder

Phone Follow-Up

If email isn't working:

1. Check activity for opens
2. If opened but no payment, call
3. Document call in notes
4. Set follow-up reminder

When to Escalate

Consider escalation if:

• 60+ days overdue
• Multiple reminders ignored
• Large balance
• No communication

Options:

• Personal call from owner
• Formal collection letter
• Collections agency
• Small claims court

Troubleshooting

Customer says they didn't receive reminder?

• Check email address
• Ask them to check spam
• Resend to different email
• Call and get new email

Reminder bounced?

• Invalid email address
• Update customer record
• Use phone follow-up

Customer received but disputes amount?

• Review invoice for errors
• Discuss with customer
• Adjust if needed
• Resend corrected invoice

Too many reminders being sent?

• Track in activity log
• Space out reminders
• Consider phone instead

Related Topics

• Sending Invoices - Initial delivery
• Payment Tracking - Monitor status
• Stripe Payments - Online payment
• Creating Invoices - Invoice creation