Payment Reminders

Set up automatic and manual payment reminders to improve cash flow and reduce overdue invoices.

Why Use Payment Reminders?

Payment reminders help you get paid faster while maintaining positive customer relationships through professional, consistent follow-up.

✓ Benefits

• Faster payment collection
• Improved cash flow
• Reduced bad debt
• Professional consistency
• Time savings on manual follow-up
• Better customer relationships

Reminder Types

• Automatic payment reminders
• Pre-due date notifications
• Overdue payment follow-ups
• Escalating reminder sequences
• Manual one-off reminders
• Bulk reminder campaigns

Pro & Unlimited Feature

Automatic payment reminders require Pro (£99/month) or Unlimited (£199/month) plans. Manual reminders are available on all plans.

Automatic Payment Reminders

Set up automated reminder sequences that run without manual intervention.

Setting Up Automatic Reminders

Go to Settings → Automation

Navigate to the automation settings in your account

Find "Payment Reminders" Section

Look for the payment reminder configuration options

Enable Automatic Reminders

Toggle on "Send automatic payment reminders"

Configure Reminder Schedule

Set when each reminder is sent (before and after due date)

Customize Message Templates

Edit the reminder messages to match your business tone

Default Reminder Schedule

-3

3 Days Before Due Date

Friendly reminder that payment is due soon. "Just a heads up that your invoice is due in 3 days."

Due Date

Payment due reminder. "Your payment is due today. Please arrange payment at your earliest convenience."

7 Days Overdue

First overdue notice. "Your payment is now 7 days overdue. Please arrange payment to avoid late fees."

+14

14 Days Overdue

Final notice. "This is your final notice. Payment is 14 days overdue. Late fees may apply."

Customizing Reminder Messages

Tailor your payment reminder messages to match your business tone and brand voice.

Message Templates

Friendly Approach

Hi [Customer Name],

Hope you're well! Just a friendly reminder that invoice [Invoice Number] for £[Amount] is due on [Due Date].

You can pay online at: [Payment Link]

Thanks,
[Business Name]

Professional Approach

Dear [Customer Name],

This is a reminder that invoice [Invoice Number] in the amount of £[Amount] is due for payment on [Due Date].

Please arrange payment by the due date to avoid any late fees. Pay online: [Payment Link]

Kind regards,
[Business Name]

Direct Approach

[Customer Name],

Invoice [Invoice Number] for £[Amount] is now [Days Overdue] days overdue.

Please pay immediately: [Payment Link]
Or call us: [Phone Number]

[Business Name]

Available Variables

Variable	Description	Example
[Customer Name]	Customer's full name	Bob's Pizza Kitchen
[Invoice Number]	Invoice reference number	INV-2025-001
[Amount]	Invoice total amount	£325.50
[Due Date]	Payment due date	15 January 2025
[Days Overdue]	Number of days overdue	7
[Payment Link]	Secure payment URL	toolfy.io/pay/abc123
[Business Name]	Your business name	Bob's Plumbing Service
[Phone Number]	Your business phone	020 7123 4567

Tone Guidelines

✓ Effective Reminders

• Use customer's name for personalization
• Include specific invoice details
• Provide easy payment options
• Keep tone professional but friendly
• Include your contact information
• Escalate tone gradually

✗ Avoid

• Threatening or aggressive language
• All caps or excessive punctuation
• Vague or generic messages
• Making payment difficult or unclear
• Ignoring customer relationships
• Being too apologetic or weak

Manual Payment Reminders

Send individual or bulk payment reminders for specific situations or customer needs.

Sending Individual Reminders

Go to Invoices Page

Navigate to your invoice list

Find Overdue Invoice

Use filters to find overdue or unpaid invoices

Click "Send Reminder"

Look for the reminder option in the invoice actions

Customize Message

Edit the reminder message if needed

Send Reminder

Send via email, SMS, or both

Bulk Payment Reminders

Send reminders to multiple customers at once for efficiency.

Filter for Overdue Invoices

Use invoice filters to show only overdue payments

Select Multiple Invoices

Use checkboxes to select invoices for bulk reminder

Click "Bulk Actions"

The bulk actions menu appears when invoices are selected

Choose "Send Reminders"

Send reminders to all selected customers

When to Send Manual Reminders

Good Times to Send

• Customer missed automatic reminder
• Personal relationship requires custom message
• Payment arrangements need discussion
• Urgent payment needed for cash flow
• Customer requested additional time

Avoid Over-Reminding

• More than once per day
• When customer is already in contact
• During customer's known difficult times
• If customer has payment plan in place
• When legal action is already underway

Basic Reminder Settings

Simple reminder timing that works for most businesses.

Standard Reminder Schedule

Default Timing

• 3 days before due date
• 7 days after due date
• 21 days after due date
• 30 days after due date (final notice)

Best Practices

• Keep tone professional and friendly
• Include easy payment options
• Stop reminders if customer contacts you
• Track which reminders get results

Reminder Performance Analytics

Track the effectiveness of your payment reminders to optimize your collection strategy.

Key Metrics to Track

Success Metrics

• Payment rate after first reminder
• Average days to payment improvement
• Reminder response rate
• Customer satisfaction scores
• Reduction in overdue amounts

Performance Indicators

• Email open rates
• SMS delivery rates
• Payment link click rates
• Customer complaint rates
• Bad debt reduction percentage

Accessing Reminder Reports

Go to Reports → Collections

Access the payment reminder analytics section

Select Date Range

Choose the period you want to analyze

Review Performance Data

Analyze reminder effectiveness and identify improvement opportunities

Using Analytics to Improve

Optimization Tips:

• If open rates are low → Improve subject lines
• If click rates are low → Simplify payment process
• If payments don't follow → Adjust reminder tone
• If complaints increase → Soften message approach
• If no improvement → Consider personal calls

Troubleshooting

Reminders Not Sending Automatically

If automatic reminders aren't being sent:

• Check that payment reminders are enabled in settings
• Verify your subscription plan supports automation
• Ensure customer email addresses are valid
• Check if invoice is already marked as paid
• Look for any failed delivery notifications
• Verify automation schedule is correctly configured

Customers Not Receiving Reminders

If customers report not receiving payment reminders:

• Ask them to check spam/junk folders
• Verify their email address is correct in their profile
• Check if they've unsubscribed from business emails
• Try sending a test reminder manually
• Consider sending via SMS as backup
• Update their contact preferences if needed

Reminders Sending Too Frequently

If customers complain about too many reminders:

• Review your automatic reminder schedule
• Reduce frequency between reminder attempts
• Check for duplicate manual reminders
• Ensure reminders stop when payment is received
• Allow customers to request different reminder preferences
• Consider switching to less frequent, more personal contact

Low Response Rate to Reminders

If customers aren't responding to payment reminders:

• Review message tone - may be too soft or too aggressive
• Ensure payment process is simple and clear
• Include multiple payment options in reminders
• Test different subject lines and message formats
• Consider personal phone calls for high-value customers
• Review timing - may need adjustment for your customer base

Best Practices

✓ Recommended

• Start with friendly, helpful tone in early reminders
• Include specific invoice details and amounts
• Always provide easy payment options and links
• Escalate tone gradually over time
• Track and analyze reminder performance
• Stop reminders when customer contacts you
• Maintain professional language throughout
• Keep detailed records of all communications

✗ Avoid

• Threatening or aggressive language
• Sending reminders more than once per day
• Generic, impersonal reminder messages
• Continuing reminders after customer responds
• Making payment process complicated or unclear
• Ignoring customer payment difficulties or requests
• Using ALL CAPS or excessive punctuation
• Sending reminders outside business hours

Legal & Compliance Considerations

Understand your rights and obligations when sending payment reminders to customers.

Your Rights

• Right to request payment for services provided
• Right to charge reasonable late fees if agreed
• Right to cease further work if payment overdue
• Right to pursue debt collection if necessary
• Right to report to credit agencies (with proper notice)

Your Obligations

• Provide clear, accurate invoice information
• Honor payment terms agreed in contracts
• Follow harassment and communication laws
• Respect customer privacy and data protection
• Provide adequate notice before legal action

Legal Disclaimer:

This guidance is for general information only and does not constitute legal advice. Consult with a qualified solicitor for specific legal questions about debt collection and customer communications.

Invoice & Payment Management

Communication & Automation

Need Help with Payment Collection?

Our team can help you set up effective payment reminder strategies and improve your cash flow management.

Get Collection Help Browse Help Center

Payment Reminders

Set up automatic and manual payment reminders to improve cash flow and reduce overdue invoices.

Why Use Payment Reminders?

Payment reminders help you get paid faster while maintaining positive customer relationships through professional, consistent follow-up.

✓ Benefits

• Faster payment collection
• Improved cash flow
• Reduced bad debt
• Professional consistency
• Time savings on manual follow-up
• Better customer relationships

Reminder Types

• Automatic payment reminders
• Pre-due date notifications
• Overdue payment follow-ups
• Escalating reminder sequences
• Manual one-off reminders
• Bulk reminder campaigns

Pro & Unlimited Feature

Automatic payment reminders require Pro (£99/month) or Unlimited (£199/month) plans. Manual reminders are available on all plans.

Automatic Payment Reminders

Set up automated reminder sequences that run without manual intervention.

Setting Up Automatic Reminders

Go to Settings → Automation

Navigate to the automation settings in your account

Find "Payment Reminders" Section

Look for the payment reminder configuration options

Enable Automatic Reminders

Toggle on "Send automatic payment reminders"

Configure Reminder Schedule

Set when each reminder is sent (before and after due date)

Customize Message Templates

Edit the reminder messages to match your business tone

Default Reminder Schedule

-3

3 Days Before Due Date

Friendly reminder that payment is due soon. "Just a heads up that your invoice is due in 3 days."

Due Date

Payment due reminder. "Your payment is due today. Please arrange payment at your earliest convenience."

7 Days Overdue

First overdue notice. "Your payment is now 7 days overdue. Please arrange payment to avoid late fees."

+14

14 Days Overdue

Final notice. "This is your final notice. Payment is 14 days overdue. Late fees may apply."

Customizing Reminder Messages

Tailor your payment reminder messages to match your business tone and brand voice.

Message Templates

Friendly Approach

Hi [Customer Name],

Hope you're well! Just a friendly reminder that invoice [Invoice Number] for £[Amount] is due on [Due Date].

You can pay online at: [Payment Link]

Thanks,
[Business Name]

Professional Approach

Direct Approach

[Customer Name],

Invoice [Invoice Number] for £[Amount] is now [Days Overdue] days overdue.

Please pay immediately: [Payment Link]
Or call us: [Phone Number]

[Business Name]

Available Variables

Variable	Description	Example
[Customer Name]	Customer's full name	Bob's Pizza Kitchen
[Invoice Number]	Invoice reference number	INV-2025-001
[Amount]	Invoice total amount	£325.50
[Due Date]	Payment due date	15 January 2025
[Days Overdue]	Number of days overdue	7
[Payment Link]	Secure payment URL	toolfy.io/pay/abc123
[Business Name]	Your business name	Bob's Plumbing Service
[Phone Number]	Your business phone	020 7123 4567

Tone Guidelines

✓ Effective Reminders

• Use customer's name for personalization
• Include specific invoice details
• Provide easy payment options
• Keep tone professional but friendly
• Include your contact information
• Escalate tone gradually

✗ Avoid

• Threatening or aggressive language
• All caps or excessive punctuation
• Vague or generic messages
• Making payment difficult or unclear
• Ignoring customer relationships
• Being too apologetic or weak

Manual Payment Reminders

Send individual or bulk payment reminders for specific situations or customer needs.

Sending Individual Reminders

Go to Invoices Page

Navigate to your invoice list

Find Overdue Invoice

Use filters to find overdue or unpaid invoices

Click "Send Reminder"

Look for the reminder option in the invoice actions

Customize Message

Edit the reminder message if needed

Send Reminder

Send via email, SMS, or both

Bulk Payment Reminders

Send reminders to multiple customers at once for efficiency.

Filter for Overdue Invoices

Use invoice filters to show only overdue payments

Select Multiple Invoices

Use checkboxes to select invoices for bulk reminder

Click "Bulk Actions"

The bulk actions menu appears when invoices are selected

Choose "Send Reminders"

Send reminders to all selected customers

When to Send Manual Reminders

Good Times to Send

• Customer missed automatic reminder
• Personal relationship requires custom message
• Payment arrangements need discussion
• Urgent payment needed for cash flow
• Customer requested additional time

Avoid Over-Reminding

• More than once per day
• When customer is already in contact
• During customer's known difficult times
• If customer has payment plan in place
• When legal action is already underway

Basic Reminder Settings

Simple reminder timing that works for most businesses.

Standard Reminder Schedule

Default Timing

• 3 days before due date
• 7 days after due date
• 21 days after due date
• 30 days after due date (final notice)

Best Practices

• Keep tone professional and friendly
• Include easy payment options
• Stop reminders if customer contacts you
• Track which reminders get results

Reminder Performance Analytics

Track the effectiveness of your payment reminders to optimize your collection strategy.

Key Metrics to Track

Success Metrics

• Payment rate after first reminder
• Average days to payment improvement
• Reminder response rate
• Customer satisfaction scores
• Reduction in overdue amounts

Performance Indicators

• Email open rates
• SMS delivery rates
• Payment link click rates
• Customer complaint rates
• Bad debt reduction percentage

Accessing Reminder Reports

Go to Reports → Collections

Access the payment reminder analytics section

Select Date Range

Choose the period you want to analyze

Review Performance Data

Analyze reminder effectiveness and identify improvement opportunities

Using Analytics to Improve

Optimization Tips:

• If open rates are low → Improve subject lines
• If click rates are low → Simplify payment process
• If payments don't follow → Adjust reminder tone
• If complaints increase → Soften message approach
• If no improvement → Consider personal calls

Troubleshooting

Reminders Not Sending Automatically

If automatic reminders aren't being sent:

• Check that payment reminders are enabled in settings
• Verify your subscription plan supports automation
• Ensure customer email addresses are valid
• Check if invoice is already marked as paid
• Look for any failed delivery notifications
• Verify automation schedule is correctly configured

Customers Not Receiving Reminders

If customers report not receiving payment reminders:

• Ask them to check spam/junk folders
• Verify their email address is correct in their profile
• Check if they've unsubscribed from business emails
• Try sending a test reminder manually
• Consider sending via SMS as backup
• Update their contact preferences if needed

Reminders Sending Too Frequently

If customers complain about too many reminders:

• Review your automatic reminder schedule
• Reduce frequency between reminder attempts
• Check for duplicate manual reminders
• Ensure reminders stop when payment is received
• Allow customers to request different reminder preferences
• Consider switching to less frequent, more personal contact

Low Response Rate to Reminders

If customers aren't responding to payment reminders:

• Review message tone - may be too soft or too aggressive
• Ensure payment process is simple and clear
• Include multiple payment options in reminders
• Test different subject lines and message formats
• Consider personal phone calls for high-value customers
• Review timing - may need adjustment for your customer base

Best Practices

✓ Recommended

• Start with friendly, helpful tone in early reminders
• Include specific invoice details and amounts
• Always provide easy payment options and links
• Escalate tone gradually over time
• Track and analyze reminder performance
• Stop reminders when customer contacts you
• Maintain professional language throughout
• Keep detailed records of all communications

✗ Avoid

• Threatening or aggressive language
• Sending reminders more than once per day
• Generic, impersonal reminder messages
• Continuing reminders after customer responds
• Making payment process complicated or unclear
• Ignoring customer payment difficulties or requests
• Using ALL CAPS or excessive punctuation
• Sending reminders outside business hours

Legal & Compliance Considerations

Understand your rights and obligations when sending payment reminders to customers.

Your Rights

• Right to request payment for services provided
• Right to charge reasonable late fees if agreed
• Right to cease further work if payment overdue
• Right to pursue debt collection if necessary
• Right to report to credit agencies (with proper notice)

Your Obligations

• Provide clear, accurate invoice information
• Honor payment terms agreed in contracts
• Follow harassment and communication laws
• Respect customer privacy and data protection
• Provide adequate notice before legal action

Legal Disclaimer:

This guidance is for general information only and does not constitute legal advice. Consult with a qualified solicitor for specific legal questions about debt collection and customer communications.

Invoice & Payment Management

Communication & Automation

Need Help with Payment Collection?

Our team can help you set up effective payment reminder strategies and improve your cash flow management.

Get Collection Help Browse Help Center

Payment Reminders

Why Use Payment Reminders?

✓ Benefits

Reminder Types

Pro & Unlimited Feature

Automatic Payment Reminders

Setting Up Automatic Reminders

Default Reminder Schedule

3 Days Before Due Date

Due Date

7 Days Overdue

14 Days Overdue

Customizing Reminder Messages

Message Templates

Friendly Approach

Professional Approach

Direct Approach

Available Variables

Tone Guidelines

✓ Effective Reminders

✗ Avoid

Manual Payment Reminders

Sending Individual Reminders

Bulk Payment Reminders

When to Send Manual Reminders

Good Times to Send

Avoid Over-Reminding

Basic Reminder Settings

Standard Reminder Schedule

Default Timing

Best Practices

Reminder Performance Analytics

Key Metrics to Track

Success Metrics

Performance Indicators

Accessing Reminder Reports

Using Analytics to Improve

Optimization Tips:

Troubleshooting

Reminders Not Sending Automatically

Customers Not Receiving Reminders

Reminders Sending Too Frequently

Low Response Rate to Reminders

Best Practices

✓ Recommended

✗ Avoid

Legal & Compliance Considerations

Your Rights

Your Obligations

Legal Disclaimer:

Related Articles

Invoice & Payment Management

Communication & Automation

Need Help with Payment Collection?

Payment Reminders

Why Use Payment Reminders?

✓ Benefits

Reminder Types

Pro & Unlimited Feature

Automatic Payment Reminders

Setting Up Automatic Reminders

Default Reminder Schedule

3 Days Before Due Date

Due Date

7 Days Overdue

14 Days Overdue

Customizing Reminder Messages

Message Templates

Friendly Approach

Professional Approach

Direct Approach

Available Variables

Tone Guidelines

✓ Effective Reminders

✗ Avoid

Manual Payment Reminders

Sending Individual Reminders

Bulk Payment Reminders

When to Send Manual Reminders

Good Times to Send