# Invoice Reminders

Source: https://docs.astalty.com.au/guide/settings/invoices-settings/invoice-reminder-email

> Automatically email the original primary recipients about outstanding invoices.

> **Check payments before sending reminders**
>
> Check the [Outstanding Invoices Export](https://app.astalty.com.au/exports/create/outstanding-invoices) or apply a **Paid Status** filter on [Invoices](https://app.astalty.com.au/finance/invoices) before creating reminders.
>
> If a Xero payment has not appeared in Astalty, see [Sync Payments with Xero](https://docs.astalty.com.au/guide/integrations/xero-integration/sync-payments-with-xero).
>
> With MYOB, Astalty checks for payments every 10 minutes from 8am to 6pm (Sydney time) and hourly otherwise, and **Sync payments** on the batch asks it to check within 5 to 10 minutes. Credits applied in MYOB don't come back, so an invoice settled by a credit keeps receiving reminders until you clear it in Astalty. See [Reconciling Payments in MYOB](https://docs.astalty.com.au/guide/integrations/myob-integration/reconciling-payments-in-myob).

## 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](https://app.astalty.com.au/settings/invoices) 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.

![The Invoices settings page with the Invoice Reminders table highlighted, listing reminders for 3, 7 and 14 days after due date, each for Self and Plan invoices, and a Create Reminder button.](https://docs.astalty.com.au/assets/inv1.png)

## 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](#editing-an-invoice-reminder) 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.

> **Existing accounts are not affected**
>
> These three reminders are only created when an account is registered. If your account already had reminders - or deliberately had none - nothing was added or changed.

> **Reminders need a plan that includes Invoice Reminders**
>
> The **Invoice Reminders** table only appears in your invoice settings when your plan includes the feature, and reminders are only sent while it is included.
>
> New accounts begin on a 14-day [Astalty Premium](https://docs.astalty.com.au/guide/getting-started/astalty-premium) trial. If your account moves to a plan without Invoice Reminders when the trial ends, these three reminders stop sending - they are not deleted, and they resume if the feature is restored.

## 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.

![The Create Invoice Reminder drawer with arrows pointing to the Type set to When the invoice is overdue by with 7 days, the Reminder Limit of $0.05, the Invoice, Participant and Business placeholder buttons in the email editor, and Invoice Types set to Self Managed and Plan Managed.](https://docs.astalty.com.au/assets/inv2-guide.png)

## Reminder Timing

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

![The Create Invoice Reminder drawer with the Type dropdown open, showing When the invoice is overdue by selected and When the invoice is due in as the other option, with Days set to 7 days.](https://docs.astalty.com.au/assets/invr1.png)

## 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.

![The Reminder Limit field set to $1, with the note that the reminder will only be sent if the outstanding amount is larger than the limit.](https://docs.astalty.com.au/assets/invr2.png)

## 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.

![](https://docs.astalty.com.au/assets/imvr3.png)

![](<https://docs.astalty.com.au/assets/The Email content section of an invoice reminder, with the Subject Invoice reminder and a message body that uses the ${Invoice_Number}, ${Invoice_DueDate} and ${Business_Name} placeholders, below the Invoice, Participant and Business placeholder buttons.>)

### 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.

![The invoice reminder email editor with the Invoice placeholder menu open, listing Date, Due Date, Number, Total and Total Outstanding below a search box.](https://docs.astalty.com.au/assets/invr$.png)

### 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 |

![The Create Invoice Reminder drawer with an arrow pointing to the highlighted Participant placeholder menu in the email editor, listing First Name, Full Name, NDIS Number and Preferred Name.](https://docs.astalty.com.au/assets/invoice-reminder-participant-placeholders-guide.png)

### Business Placeholders

The **Business** tab inserts your own organisation's details, taken from [Business Settings](https://docs.astalty.com.au/guide/settings/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                  |

![The invoice reminder email editor with the Business placeholder menu open, listing ABN, Accounts Email, Address, Email, Name, NDIS Registration Number, Phone and Website.](https://docs.astalty.com.au/assets/invr5.png)

## Invoice Types

Choose whether the reminder applies to **Plan Managed** invoices, **Self Managed** invoices, or both.

![The Invoice Types field of an invoice reminder, with both Self Managed and Plan Managed selected.](https://docs.astalty.com.au/assets/invr6.png)

Select **Add Reminder** to save it.

## Editing an Invoice Reminder

Open the action menu beside an existing reminder, then select **Edit**. Update the reminder and save your changes.

![The Invoice Reminders table on the Invoices settings page, with the action menu open beside the 3 days after due date reminder, showing Edit.](https://docs.astalty.com.au/assets/imvr7.png)

## Disabling and Enabling Reminders on an Individual Invoice

To change reminders for one Plan Managed or Self Managed invoice, open its **Actions** menu and select **Disable Reminders** or **Enable Reminders**.

![An invoice open in the invoice drawer, with Actions marked as step 1 and Disable Reminders marked as step 2 in the open menu, between Export Tasks & Notes and Mark as Paid.](https://docs.astalty.com.au/assets/invrem.png)

## Video Walkthrough

Video walkthrough: invoice reminders.