Reminders
Payment reminders that follow each invoice's due dates and stop when the money arrives
Reminders are emails (and optionally WhatsApp messages) that ask the customer to pay an open invoice. You define a schedule once; SettleWise sends each reminder at the right moment for every invoice and stops when the payment it asks for has arrived.
How the Schedule Works
Your schedule is a list of reminders. Each one is defined by three choices:
| Choice | Options |
|---|---|
| Days offset | How many days |
| When to send | Before or After |
| Trigger event | Issue date, 1st due date, 2nd due date or Event date |
For example: 7 days Before the 1st due date, 3 days After the 1st due date, 30 days Before the 2nd due date.
Each reminder belongs to one payment. A reminder anchored to the 1st due date asks for the deposit; one anchored to the 2nd due date asks for the remaining balance.
Reminder Types
| Type | When it is used |
|---|---|
| Payment Due Soon (Phase 1 / Phase 2) | Before the due date: a friendly heads-up |
| Payment Overdue (Phase 1 / Phase 2) | After the due date while the payment is still open |
| Friendly Reminder | A gentle, non-urgent note about the outstanding balance, sent by hand |
When Reminders Are Not Sent
- The payment already arrived. A reminder is cancelled when the payment it asks for is complete.
- The invoice was just emailed. No automatic reminder is sent within 7 days of the latest invoice email. Friendly reminders inside that window are skipped; overdue reminders wait until it ends.
- Automatic reminders are off for the organization or for that invoice. Manual reminders still work.
- The invoice is older than your reminder start date. Older invoices only get manual reminders.
What the Email Contains
- The invoice number and the amount still due, always the live balance after any payments.
- Pay buttons when Stripe is connected (see Use Payment Links).
- Your payment policy and additional notes.
- Available credit: if the customer already has credit in the invoice currency, the email says how much and that it can be applied to the balance. The amount due is not reduced automatically.
Reminders go to the same person who receives the invoice. If billing is routed to a parent or a commission partner, the reminder goes there too.
Customizing the Wording
Each reminder's title, description and alert banner can be edited in the Email Editor, with a live preview and a test send. See Email Editor.
Reminder History
Every reminder sent appears on the invoice timeline as Reminder Sent (for example Phase 1 overdue), followed by Reminder Delivered when the email provider confirms delivery.