Automatic reminder emails

Chasing payments and confirming appointments is work you can hand off. The Reminders page (in your user menu) 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.