Set Up Payment Reminders

What this guide covers

This guide explains how to set up and manage payment reminders in JobsiteOn. You will learn how to configure automatic reminders that send at strategic times before and after the due date, customize the content of reminder emails, and send manual reminders when automatic ones are not enough. Payment reminders reduce overdue invoices and help you maintain healthy cash flow without constant manual follow-up.

Before you begin

• You need an active JobsiteOn workspace with owner or admin access.
• You should have at least one invoice with a due date set. Reminders work based on the invoice due date.
• Review your branding settings at /settings/branding so reminder emails use your logo and brand color.
• Confirm your SMS settings at /settings/communications if you plan to send SMS reminders alongside emails.

Why use payment reminders

Late payments are one of the biggest cash flow challenges for field service businesses. Payment reminders help you:

• Get paid faster — Timely nudges prompt customers to pay before or at the due date.
• Reduce manual follow-up — Automatic reminders save you from making phone calls and sending individual emails.
• Maintain professionalism — Automated, branded reminder emails look more professional than hastily written follow-ups.
• Stay consistent — Every overdue invoice gets the same treatment, regardless of how busy your office is.
• Preserve relationships — Polite, scheduled reminders are less confrontational than ad-hoc collections calls.

Step 1: Access reminder settings

1. Navigate to your workspace settings.
2. Open the Communications section at /settings/communications.
3. Locate the Payment Reminders configuration area.

This is where you configure the automatic reminder schedule that applies to all invoices in your workspace.

Step 2: Configure automatic reminders

JobsiteOn supports three types of automatic reminders based on timing relative to the invoice due date.

Before due date reminders

Send a friendly reminder before the payment is actually due. This gives the customer advance notice and time to prepare payment.

Recommended timing:

When	Purpose	Tone
7 days before due	Early heads-up	Friendly and informational
3 days before due	Gentle nudge	Polite reminder
1 day before due	Final advance notice	Clear and direct

How to configure:

1. In the Payment Reminders section, find Before Due Date.
2. Toggle the reminder on.
3. Select the number of days before the due date (for example, 7 days, 3 days, or 1 day).
4. You can enable multiple before-due reminders at different intervals.

On due date reminder

Send a reminder on the exact day the payment is due. This is the most direct prompt for the customer to pay.

How to configure:

1. Find On Due Date in the reminders section.
2. Toggle the reminder on.
3. The reminder sends automatically on the morning of the due date.

After due date reminders (overdue)

Send follow-up reminders when the invoice is past due. These escalate in urgency as time passes.

Recommended timing:

When	Purpose	Tone
1 day after due	First overdue notice	Firm but polite
7 days after due	Second overdue notice	More direct
14 days after due	Third overdue notice	Urgent
30 days after due	Final notice	Formal and serious

How to configure:

1. Find After Due Date in the reminders section.
2. Toggle each overdue interval on or off.
3. Select the number of days after the due date for each reminder.
4. You can enable multiple overdue reminders at different intervals.

Recommended reminder schedule

For most field service businesses, a balanced schedule looks like this:

1. 3 days before due — Friendly heads-up.
2. On due date — Direct reminder.
3. 3 days after due — First overdue notice.
4. 7 days after due — Second overdue notice.
5. 14 days after due — Final overdue notice.

This cadence provides enough touchpoints without being overwhelming.

Step 3: Customize reminder emails

Each reminder type can have its own email content so the tone matches the urgency level.

Editing reminder email content

1. Click the Customize or Edit button next to a reminder interval.
2. The email editor opens with the default reminder template.
3. Modify the subject line and body text as needed.
4. Available merge fields automatically insert invoice-specific data.

Available merge fields

Use these placeholders in your reminder emails. They are replaced with actual values when the email is sent:

Merge field	Inserts
Customer name	The contact's full name
Invoice number	The invoice number
Amount due	The total or remaining balance
Due date	The invoice due date
Payment link	The customer portal link with Pay Now button
Company name	Your workspace company name

Email tone by stage

Before due date — Friendly and helpful: "Just a friendly reminder that your invoice is coming due soon. Click the link below to view and pay at your convenience."

On due date — Clear and direct: "Your invoice is due today. Please submit your payment to keep your account current."

After due date — Firm and professional: "Your invoice is now past due. Please arrange payment at your earliest convenience to avoid any further delays."

Branding in reminder emails

Reminder emails automatically use your workspace branding:

• Company logo from /settings/branding.
• Brand accent color in the email header.
• Company name and contact details in the footer.

This ensures a professional, consistent appearance across all automated communications.

Step 4: Configure SMS reminders

In addition to email reminders, you can enable SMS text message reminders.

1. In the Payment Reminders section, find the SMS toggle for each reminder interval.
2. Enable SMS for the intervals where you want text messages sent alongside emails.
3. SMS reminders include a brief message with the amount due and a link to the invoice portal.

When to use SMS reminders

• High-value invoices — An SMS gets attention faster than email for large outstanding balances.
• Repeat offenders — Customers who consistently pay late may respond better to SMS.
• After due date — Overdue reminders sent via SMS create additional urgency.

SMS considerations

• SMS requires the contact to have a valid phone number on file.
• You can preview the SMS content before enabling it.
• SMS and email reminders send independently. The customer receives both if both are enabled.

Step 5: Test your reminder configuration

Before relying on automatic reminders, test the setup:

1. Create a test invoice with a due date in the near future (for example, tomorrow).
2. Confirm the reminder schedule shows the expected send times on the invoice detail page.
3. When the reminder triggers, check your Inbox sent threads to confirm the email was delivered.
4. Open the test email to verify the content, branding, and merge fields render correctly.
5. If SMS is enabled, verify the text message was received.

Previewing reminders

Some reminder settings may offer a Preview option that shows you what the email will look like without actually sending it. Use this to check formatting and content before going live.

Step 6: Send manual reminders

Sometimes you need to send a reminder outside the automatic schedule. Manual reminders give you on-demand follow-up capability.

When to send manual reminders

• The customer asked a question about the invoice and you want to re-send with context.
• A high-priority invoice needs attention sooner than the next scheduled reminder.
• The automatic reminder cadence has not prompted payment and you want to escalate.
• You want to include a personal note alongside the standard reminder.

How to send a manual reminder

1. Open the invoice detail page at /invoices/[slug].
2. Click the Send Reminder button.
3. Review and optionally customize the reminder message.
4. Configure send options:
   • Send a Bcc to myself — Keep a copy in your inbox.
   • Notify customer via SMS — Send a text alongside the email.
5. Click Send to deliver the reminder.

Manual vs. automatic reminders

• Manual reminders do not reset or interfere with the automatic schedule.
• Both manual and automatic reminders are logged in the invoice activity feed.
• The customer sees all reminders as professional, branded emails.

Step 7: Monitor reminder effectiveness

Track how your reminders are performing to optimize your schedule over time.

What to watch

• Payment timing — Are most payments coming in before, on, or after the due date?
• Reminder open rates — Are customers opening the reminder emails?
• Portal visits — Are reminders driving traffic to the invoice portal?
• Overdue rate — Is the percentage of overdue invoices decreasing over time?

Adjusting your strategy

• If customers consistently pay after the first overdue reminder, your pre-due reminders may need stronger language.
• If customers pay before the due date, your reminder schedule is working well.
• If overdue rates are not improving, consider adding SMS reminders or adjusting the timing.

Tips

• Start with a simple schedule. Begin with 3 reminders (before due, on due, after due) and add more intervals only if needed.
• Keep the tone professional. Even overdue reminders should be polite and respectful. Aggressive language damages customer relationships.
• Use merge fields. Personalized reminders with the customer's name and invoice details perform better than generic messages.
• Do not over-remind. More than 5 reminders for a single invoice can irritate customers. If automated reminders are not working, switch to a personal phone call.
• Review and update reminder content quarterly. Refresh your reminder language periodically to keep it effective and current.
• Combine with online payments. Reminders with a one-click Pay Now link convert better than reminders that ask customers to mail a check.

Troubleshooting

Automatic reminders are not sending

Check the following:

1. Confirm reminders are toggled on in /settings/communications.
2. Verify the invoice has a due date set. Reminders require a due date to calculate timing.
3. Confirm the invoice is in Sent status. Draft invoices do not trigger reminders.
4. Check that the contact has a valid email address.

The reminder email looks wrong

Review your branding settings at /settings/branding. If the logo or colors are missing, update them and the next reminder will use the corrected settings. For content issues, edit the reminder template in the communications settings.

The customer says they did not receive the reminder

Check the Inbox sent threads for the reminder email delivery record. If the email was sent, the customer should check their spam folder. If it was not sent, review the reminder configuration and contact email address.

SMS reminders are not being delivered

Verify the contact has a valid phone number. Check SMS settings in /settings/communications. If the phone number is correct and SMS is enabled, the carrier may be filtering the message.

I want different reminder schedules for different customers

Automatic reminders use the same schedule for all invoices in your workspace. For customer-specific follow-up, use manual reminders with personalized messages.

FAQ

Do reminders stop after the customer pays?

Yes. When an invoice is marked as Paid (either through online payment or manual recording), all future automatic reminders for that invoice are canceled.

Can I disable reminders for a specific invoice?

Individual invoice reminder overrides are not currently supported. Automatic reminders apply to all sent invoices with due dates. If you need to suppress reminders for a specific invoice, consider adjusting the due date or sending the invoice without one.

Do reminders work for partially paid invoices?

Yes. If an invoice has a remaining balance after a partial payment, reminders continue based on the due date. The reminder shows the remaining amount due, not the original total.

Can I schedule reminders for invoices without a due date?

No. Automatic reminders are triggered by the due date. Invoices without a due date do not receive automatic reminders. You can still send manual reminders for these invoices.

How many reminders can I set up?

You can configure multiple before-due and after-due intervals. We recommend keeping the total under 6 reminders per invoice to avoid overwhelming your customers.

Do reminder emails count toward any sending limits?

Reminder emails are sent through the same email system as your invoice sends. In normal usage, there are no practical sending limits for automated reminders.

Related articles

• Create and Manage Invoices
• Accept Online Payments
• Track Quote Status