- Administration
- Settings
- Invoice
- Invoice Reminders
Invoice Reminders
Invoice Reminder
If you have not received payment for an invoice, Astalty can email reminders to your invoice recipients for Plan and Self Managed Participants. These are managed in the Invoice Reminders table under Invoice settings.
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.
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
You can create an invoice reminder for any overdue invoices by selecting Create Reminder. This opens a drawer where you set the following;
- The time frame for when you would like this email to go out
- The reminder limit in $
- The Email Content for the reminder
- The Invoice Type for the reminder eg. Self or Plan
Reminder Timing
Within this setting you can select the timing for which the invoice reminder will be sent. The options you have are if the invoice is overdue by, or the invoice is due in. Once you select the option you would like then you can select the number of days for the timing option.
Reminder Limit
This setting outlines a price limit that if the invoice is larger than the price outlined in this setting then a reminder will be sent in line with the other settings.
Email Content For The Reminder
In this setting you can compose the content of the email reminder that will be sent to the invoice recipient. You can utilise the Invoice and Business placeholders within this setting. The placeholders are outlined in the pictures below.
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.
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 Types
In this setting you can outline what invoice type you can outline to send this reminder to. The options you have are Plan Managed invoices, Self Managed Invoices, or both options.
Once you are happy with your selection you can click 'Add Reminder' to save the reminder settings.
Editing an Invoice Reminder
You can also edit an existing invoice reminder. To do this click the three dots to the right of an existing entry. Once you do this you will get the option to edit an Invoice Reminder. You will be taken to the above menu where you can edit the existing reminder.
Disabling and Enabling Reminders on an Individual Invoice
You can disable and enable invoice reminders on an invoice within the invoice itself. To do this select the actions button and within the dropdown menu you will see either a 'disable reminder' or 'enable reminder' option. Simply select this option to complete the action that it states!
