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Set up automatic reminders to reduce no-shows, get paid faster, and follow up on quotes without manual effort.
Toolfy can automatically send reminders via email and SMS to keep your business running smoothly.
Remind customers about upcoming appointments to reduce no-shows and improve scheduling efficiency.
Automatically chase overdue invoices with gentle reminders to improve cash flow and reduce bad debt.
Stay top-of-mind with prospects by automatically following up on quotes at the right intervals.
Automated reminders require Pro (£99/month) or Unlimited (£199/month) plans. SMS reminders use your monthly SMS allowance.
Automatically remind customers about upcoming appointments to reduce no-shows.
Go to Settings → Automation
Navigate to the automation settings in your account
Find "Job Reminders" Section
Look for the job reminder configuration options
Enable Job Reminders
Toggle on "Send automatic job reminders"
Configure Timing
Set when to send reminders (24 hours, 2 hours before, etc.)
Choose Delivery Method
Select email, SMS, or both for reminder delivery
Default Template:
Subject: Reminder: Your appointment tomorrow
Hi [Customer Name],
This is a friendly reminder about your appointment with [Business Name] scheduled for:
Date: [Job Date]
Time: [Job Time]
Service: [Job Description]
Address: [Service Address]
If you need to reschedule or have any questions, please call us at [Business Phone].
Thanks,
[Business Name]
You can customize this template in Settings → Communications → Email Templates
Automatically chase overdue payments with a series of gentle but persistent reminders.
Set up a multi-stage reminder process that escalates over time.
Friendly reminder via email. "Just a gentle reminder that your invoice is now due."
Email + SMS reminder. More direct tone: "Your payment is now 7 days overdue."
Final notice with late fees if applicable. "This is your final notice before further action."
Go to Settings → Automation
Navigate to the automation section
Enable Payment Reminders
Toggle on "Send automatic payment reminders"
Set Reminder Schedule
Configure when each reminder is sent (1, 7, 14 days overdue)
Choose Escalation
Decide if later reminders should be more formal or include late fees
Test the System
Create a test invoice to verify reminders work correctly
Stay top-of-mind with prospects and improve your quote acceptance rate with automated follow-ups.
"Thanks for your interest! Do you have any questions about the quote we provided?"
"Just following up on your quote. We'd love to help with your project!"
"Hi! Our schedule is filling up. Would you like to secure your spot?"
"Final follow-up: We're here if you decide to move forward in the future."
Enable Quote Follow-ups
In Settings → Automation, turn on "Automatic quote follow-ups"
Configure Follow-up Schedule
Set timing for each follow-up (3 days, 1 week, 2 weeks, 1 month)
Customize Message Tone
Adjust the tone from casual to professional based on your business
Set Stop Conditions
Automatically stop when quote is accepted, declined, or expired
Track the effectiveness of your automated reminders to optimize your communication strategy.
Go to Reports → Communications
Find the communication reports section
Select Reminder Report
Choose the type of reminder you want to analyze
Review Performance Metrics
Analyze open rates, response rates, and business impact
If your automated reminders aren't being sent:
If customers find reminders too frequent:
If customers aren't responding to reminders:
If SMS messages aren't being received:
Our team can help you configure automated reminders that work perfectly for your business and customers.