Using or pausing invoice reminders

3 minute read

CareHQ allows for the creation of Invoice reminder schedules to decide when automated emails/letters will be sent to billing parties if an invoice is becoming due or is overdue.

This article covers how to set a default invoice reminder schedule for a billing party category or an invoice reminder schedule for an individual billing party, plus how to pause reminders for a billing party or particular invoice if needed.

Setting a default invoice reminder schedule

When you have added an invoice reminder schedule with reminder settings you're happy with, you can set the schedule as the default for one or more billing party categories if you wish.

To set an invoice reminder schedule as the default for a billing party category, follow these steps:

  • 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 appropriate schedule.
  • Select Update, then in the Reminders section update the This is the default schedule for check boxes as required.
  • Select Save.
Good to know

Setting a default invoice reminder schedule automatically applies to many billing parties and so this option is not present when initially adding a new invoice reminder schedule, but only when updating a schedule. This is to help ensure the reminder settings have all been checked/approved before marking the schedule as default for one or more billing party categories.

Setting an invoice reminder schedule for a specific billing party

CareHQ allows an invoice reminder schedule to be set for any billing party, overriding the default billing schedule if one exists. Follow these steps:

For a service user

  • Select Service users from the main navigation.
  • Search for and select the appropriate service user.
  • Select the Billing tab, then the Manage billing action from the top of the screen.
  • Scroll down to the Invoice reminders section and update the Invoice reminder schedule as required.
  • Select Save.

For a service user contact

  • Select Contacts > Service user contacts from the main navigation.
  • Search for and select the appropriate service user contact.
  • Select the Invoices tab, then the Manage billing action from the top of the screen.
  • Scroll down to the Invoice reminders section and update the Invoice reminder schedule as required.
  • Select Save.

For a location contact

  • Select Contacts > Location contacts from the main navigation.
  • Select the appropriate location contact.
  • Select the Invoices tab, then the Manage billing action from the top of the screen.
  • Scroll down to the Invoice reminders section and update the Invoice reminder schedule as required.
  • Select Save.

Pausing invoice reminders for a billing party

Invoice reminders can be paused for any billing party to stop reminders being sent to them.

Follow the steps above for setting an invoice reminder schedule, but instead of updating the schedule, simply select the Pause invoice reminders for this billing party box before selecting Save.

To restart invoice reminders, untick the Pause invoice reminders for this billing party box before saving.

Pausing invoice reminders for a particular invoice

Invoice reminders can be paused for a specific invoice to prevent any reminders being sent in relation to that invoice.

To pause invoice reminders for a particular invoice, follow these steps:

  • Select Invoices from the main navigation.
  • Search for and select the appropriate invoice from the list.
  • Tick the Don't send reminders box near the top of the page.
  • Account owners