Setting up invoice reminder schedules
It's useful to remind billing parties when a payment is due, to ensure invoices are paid in as timely a manner as possible. With Invoice reminder schedules, CareHQ provides you with control over the timing, message, and other features of automatic invoice reminders.
This article covers how to add an Invoice reminder schedule, and how to add or update a reminder within a schedule.
Adding an Invoice reminder schedule
To add an Invoice reminder schedule, follow the steps below:
- As an Account owner, select Account from the main navigation.
- Select the Finance tab at the top of the screen.
- Scroll down to the Invoice reminder schedules section, then select the Add invoice reminder schedule button.
- Enter a descriptive Name for the schedule to help identify it.
- The other fields are optional, for example you can choose to only Send reminders for invoice balances over a chosen amount you enter, or leave at the default to apply the schedule to all applicable invoices.
- If you wish, start typing the name of an existing notification group into the Notify on reply field and then select the desired group to ensure they're notified if an email reply is received in response to an invoice reminder.
- Select Save to add the new invoice reminder schedule.
When a new Invoice reminder schedule has been added, by default a single reminder will be included within the schedule. This reminder can be updated to suit your requirements, and further reminders can be added if required so that reminder messages are also sent at other intervals you specify.
Adding or updating an invoice reminder
To add a new invoice reminder, or update an existing one, follow the steps below:
- As an Account owner, select Account from the main navigation.
- Select the Finance tab at the top of the screen.
- Scroll down to the Invoice reminder schedules section, then select the schedule you wish to update.
- Reminders show as boxes near the top of the page. Select to Update an existing reminder, or select Add a reminder.
- Select to send this reminder if the invoice is Overdue by or Due in your chosen number of Days.
- Complete the Subject line and Body of the Message, which will become the automated emails/letters. Insert placeholder can be used to easily enter useful details related to the invoice wherever the cursor is located.
- If you wish, start typing the name of an existing notification group into the Notify on send field and then select the desired group to ensure they're notified if this reminder is sent.
- Select Save to add/update the reminder and return to the related schedule page.
Notifications can be set up to message selected groups if an email reply is received in response to an invoice reminder (add a notification group to the Invoice reminder schedule) or when an invoice reminder has been sent (add a notification group to a specific reminder).
Notification groups allow you to configure a group of users and/or email addresses that you want to notify when an event occurs. See the Managing notifications article to find out more.
Invoice reminders by post
Invoice reminders to be posted are sent to an email address (or set of email addresses) you provide. An email is sent per location with the PDF reminders to be printed and posted attached as a ZIP file.
Important: Please contact support and provide one or more email addresses to receive reminders in PDF format for printing, if you would like invoice reminders to be sent by post.