Invoice Reminders

Invoice Reminder

If you have not received payment for an invoice, Astalty can email reminders for Plan Managed and Self Managed invoices. These are managed in the Invoice Reminders table under Invoice settings.

You need permission to view settings to see the table and permission to update settings to create, edit or delete reminders. Admins have both permissions by default.

Each reminder goes to the original invoice email's primary To recipient or recipients. It is not sent to addresses that were only copied with CC or BCC. For a plan-managed invoice, the primary recipient remains the Plan Manager even when the PDF's To section lists the Participant.

Reminders Created With Your Account

New accounts start with three overdue reminders already created and enabled, so chasing unpaid invoices works without any setup. They are sent 1, 7 and 14 days after the invoice due date.

All three share the same settings:

Setting	Value
Timing	Overdue by 1, 7 and 14 days
Enabled	Yes
Reminder Limit	$5.00
Invoice Types	Self Managed and Plan Managed
Subject	`Invoice reminder`

The outstanding amount must be more than the limit, so an invoice with exactly $5.00 outstanding is not chased.

A reminder is sent only when the invoice was previously emailed, remains finalised and not voided, has an outstanding amount above the reminder limit, matches a selected invoice type, and has reminders enabled. Automatic invoice sending must also be enabled for the provider.

Each reminder's email body reads:

Hi,

This is a friendly reminder that invoice ${Invoice_Number} was due on ${Invoice_DueDate}. Please see the original invoice attached.

Please make payment as soon as possible. If you have already paid this invoice, please ignore this email.

Regards, ${Business_Name}

Treat these as a starting point. Edit the timing, wording or limit to suit how you chase payment. To remove one you don't want, open it and select Delete, then confirm - there is no on/off switch on an individual reminder.

Creating an Invoice Reminder

Select Create Reminder, then set:

when the reminder should be sent;
the outstanding amount that must be exceeded;
the email subject and content; and
the invoice types the reminder applies to.

Reminder Timing

Choose whether Astalty sends the reminder before the invoice is due or after it becomes overdue, then enter the number of days.

Reminder Limit

The Reminder Limit is compared with the amount still outstanding, not the original invoice total. A reminder is sent only when the outstanding amount is strictly greater than the limit.

Email Content For The Reminder

In this setting you can compose the content sent to the original primary invoice recipient. You can use Invoice, Participant and Business placeholders.

Invoice Placeholders

The Invoice tab inserts details of the invoice the reminder is about:

Placeholder	Inserts
`${Invoice_Number}`	The invoice reference
`${Invoice_Date}`	The invoice date, as `dd/mm/yyyy`
`${Invoice_DueDate}`	The due date, as `dd/mm/yyyy`
`${Invoice_Total}`	The invoice total
`${Invoice_Outstanding}`	The amount still outstanding

Dates use your organisation's timezone.

Participant Placeholders

The Participant tab inserts details of the invoice's Participant:

Placeholder	Inserts
`${Participant_FirstName}`	First name
`${Participant_FullName}`	Full name
`${Participant_NDISNumber}`	NDIS number
`${Participant_PreferredName}`	Preferred name, or first name if none is set

Business Placeholders

The Business tab inserts your own organisation's details, taken from Business Settings:

Placeholder	Inserts
`${Business_Name}`	Business name
`${Business_Phone}`	Phone number
`${Business_Email}`	Email address
`${Business_Accounts_Email}`	Accounts email address
`${Business_Address}`	Business address
`${Business_NDIS_Registration_Number}`	NDIS registration number
`${Business_ABN}`	ABN
`${Business_Website}`	Website

Invoice Reminders