Automatic reminder emails

Chasing payments and confirming appointments is work you can hand off. Settings → Clients → Reminders automates both.

Invoice payment reminders

Turn on Send invoice payment reminders and choose how far ahead: 1, 2, 3, 5, or 7 days before the due date (3 is the default).

Velosiq then emails each client automatically — "Payment reminder: Invoice {number} is due soon", sent under your business name with the amount and due date. Reminders go out for invoices that are:

  • Sent or Overdue (drafts are never chased)
  • Have a due date set
  • Belong to a client with an email address on file

Past-due follow-ups

The Overdue Reminders card handles the other side of the due date. Turn on Send past-due follow-up emails and choose the wait: 1, 3, 5, 7, or 14 days after the due date (3 is the default).

Once an unpaid invoice reaches that mark, its client gets a single "Invoice {number} is past due" email showing the amount still outstanding — so a client who has part-paid sees what's left, not the original total. Part-paid invoices are chased here too, even though they keep the Partial status.

It's one email per invoice, not a drip: extending the due date is what re-arms it. Invoices that are fully paid or cancelled are never chased.

This card is also where Velosiq's automatic Overdue marking is explained — that happens whether or not you switch the follow-up emails on.

Appointment reminders

Turn on Send appointment reminders and choose the lead time: 2, 4, 12, 24, or 48 hours before the start (24 is the default).

Clients with an email on file get "Reminder: Your appointment is coming up" ahead of each scheduled appointment.

Don't forget to save

Reminders start working once you click Save Settings — visit the page once, confirm your preferences, and save. From then on it's automatic.

Checklist for reminders to reach a client:

  1. The client has an email address on their profile
  2. Invoices have due dates; appointments are in Scheduled status
  3. You've saved your reminder settings

These are emails to clients

Reminder emails go to your clients. For alerts to you — invoice status changes, expiring warranties — see Notifications.