Set Up Payment Reminders
Learn how to configure automatic payment reminders, set timing for before, on, and after due date reminders, customize reminder emails, and send manual reminders when needed.
Learn how to configure automatic payment reminders, set timing for before, on, and after due date reminders, customize reminder emails, and send manual reminders when needed.
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.
/settings/branding so reminder emails use your logo and brand color./settings/communications if you plan to send SMS reminders alongside emails.Late payments are one of the biggest cash flow challenges for field service businesses. Payment reminders help you:
/settings/communications.This is where you configure the automatic reminder schedule that applies to all invoices in your workspace.
JobsiteOn supports three types of automatic reminders based on timing relative to the invoice due date.
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:
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:
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:
For most field service businesses, a balanced schedule looks like this:
This cadence provides enough touchpoints without being overwhelming.
Reminders go to the invoice's customer: the customer on the invoice's job, or the property's owner when the job has no customer of its own. They never go to a property's on-site contacts.
If that customer has no email address, JobsiteOn doesn't send the reminder, doesn't count it as sent, and doesn't add a late fee. The reminder stays due. Once you add an email to the customer, it goes out on the next automatic run.
Each reminder type can have its own email content so the tone matches the urgency level.
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 |
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."
Reminder emails automatically use your workspace branding:
/settings/branding.This ensures a professional, consistent appearance across all automated communications.
In addition to email reminders, you can enable SMS text message reminders.
Before relying on automatic reminders, test the setup:
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.
Sometimes you need to send a reminder outside the automatic schedule. Manual reminders give you on-demand follow-up capability.
To remind several customers at once, select invoices on the Invoices list and click Send Reminder in the bar that appears.
A reminder can't be sent for an invoice that is paid, cancelled or refunded. If the customer has no email address, you see "This invoice's customer has no email address. Add one to the customer, then send the reminder." Add the email to the customer's contact record and try again.
Track how your reminders are performing to optimize your schedule over time.
Check the following:
/settings/communications.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.
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 make sure the job's customer is the right person and has an email address.
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.
Automatic reminders use the same schedule for all invoices in your workspace. For customer-specific follow-up, send a manual reminder, or email the customer from the invoice with your own message.
Yes. When an invoice is marked as Paid (either through online payment or manual recording), all future automatic reminders for that invoice are canceled.
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.
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.
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.
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.
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.
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