Payment Reminders

Payment reminders help you collect overdue invoices without awkward phone calls. CloudRent Pro can send reminders automatically or let you send them manually with a few clicks.

How Overdue Detection Works

An invoice becomes overdue when:

• Today's date is after the due date

• Invoice is not fully paid

CloudRent Pro checks this daily and updates invoice statuses accordingly.

Sending Manual Reminders

• Open the overdue invoice

• Click "Send Reminder"

• Review the email — Customise if needed

• Click "Send"

The customer receives a reminder email with:

• Invoice summary and amount due

• How many days overdue

• Link to view and pay online

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Tip: Customise the reminder message for each situation. A friendly reminder for 7 days overdue is different from a firm notice at 60 days.

Bulk Reminders

Send reminders to multiple customers at once:

• Go to Invoices

• Filter by "Overdue"

• Select invoices (checkbox)

• Click "Send Reminders"

• Confirm

Each customer receives one email per invoice selected.

Automatic Reminders

Set up automatic reminders to send without manual intervention:

• Go to Settings → Invoicing

• Find "Automatic Reminders"

• Toggle On

• Configure reminder schedule

• Save

Reminder Schedule Options

Reminder	When Sent	Typical Use
Before Due	3 days before due date	Gentle heads-up
On Due Date	Day payment is due	Due today notice
First Overdue	7 days after due	Friendly reminder
Second Overdue	14 days after due	Firmer reminder
Final Notice	30 days after due	Last notice before escalation

Configure which reminders to send and at what intervals.

Reminder Email Templates

Customise reminder messages:

• Go to Settings → Email Templates

• Select "Payment Reminder"

• Edit subject and body

• Use merge fields for personalisation

• Save

Available Merge Fields

• {{customer_name}}

• {{invoice_number}}

• {{amount_due}}

• {{due_date}}

• {{days_overdue}}

• {{payment_link}}

Tracking Reminders

See reminder history for each invoice:

• Open the invoice

• Go to Activity tab

• See all reminders sent

Each entry shows: date sent, email opened (if tracked), and link clicked.

Stopping Reminders

To stop automatic reminders for a specific invoice:

• Open the invoice

• Toggle "Pause Reminders"

Use this for:

• Invoices in dispute

• Payment arrangements made

• Customers you're handling manually

Excluding Customers

Some customers shouldn't receive automated reminders:

• Open customer profile

• Toggle "Exclude from automatic reminders"

• Save

You can still send manual reminders to excluded customers.

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Note: Exclude VIP customers or accounts with special arrangements from automated reminders. Handle them personally.

Overdue Reports

Monitor overdue invoices:

• Go to Reports

• Select "Aged Receivables"

• View invoices by age bands

Age bands typically show:

• Current (not yet due)

• 1-7 days overdue

• 8-14 days overdue

• 15-30 days overdue

• 30+ days overdue

Tips for Effective Reminders

📝 Be Professional

Keep reminders polite but clear. You want payment, not to damage the relationship.

💰 Make Payment Easy

Always include a payment link. Remove friction from paying.

📂 Escalate Appropriately

Start friendly, get firmer over time. Don't send final notices on day one.

🎯 Follow Up Personally

After 2-3 automated reminders, pick up the phone. Personal contact often works better.

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Warning: Don't rely solely on automated reminders. Some customers need personal follow-up, and automation doesn't work on incorrect email addresses.