Set up invoice reminders
Take the manual follow-up out of unpaid invoices. Set up automated reminders that fire before due date, on due date, and after, with the wording you choose, in the cadence you decide.
Why automated reminders matter
The single biggest cause of late payment is friction, not bad faith. A client meant to pay, got busy, and the invoice slipped. Then they felt awkward about it.
Automated reminders take the awkwardness out: they're scheduled, polite, and identical for everyone. Many practices find overdue invoices drop once reminders are on.
Where reminders live
- Go to Workflows → Basic reminders tab. Reminders moved here from the Settings menu a while back, so older muscle memory may point to the wrong place.
- Under Invoice reminders, click + New reminder.
- Pick Email or SMS (SMS is paid-plan only).
- Choose the timing: Before due date or After due date, plus a number of days.
- Write the message, add smart chips (data tokens for client name, amount, due date), then Preview and Save.
Build a sensible cadence
Don't send one reminder; send a sequence. A common cadence:
- Friendly note 3 days before due.
- Polite reminder on the due day.
- Firmer follow-up 3 days overdue.
- Final notice 7 days overdue.
Each reminder is configured independently, so add four separate reminders with their own timing and message. Disable any of them later if it's overkill for your client base.
Make sure they actually fire
Three things stop reminders from sending. Check them in order:
- The invoice workflow is disabled: toggle it on under Workflows.
- The reminder itself is disabled: check the toggle on the individual reminder.
- The client's notification settings don't allow email or SMS: open the client record, gear icon → notifications.
Five reminder schedules practitioners rely on.
Real cadences from real practices. Pick the one closest to your client relationships.
Email 3 days before due. Email on due day. Email 5 days overdue. Stop there, personal follow-up after that.
Email on due day. Email + SMS 2 days overdue. Email 7 days overdue. SMS final notice 14 days overdue.
Email 5 days before due (most pay before due). SMS on due day (because they expected to be charged that day). Done.
Email 7 days before due. Email on due day. Email 14 days overdue. Final notice email 30 days overdue. Longer cycles match B2B norms.
Cards saved at intake. At the end of each session, charge the saved card in one click. Keep a single 7-days-overdue email reminder for the rest.
Where do I set up invoice reminders?
Workflows → Basic reminders tab → Invoice reminders. They moved here from Settings, so older bookmarks may go to the wrong place.
Can I send reminders before AND after the due date?
Yes, create separate reminders for each timing. Carepatron lets you stack as many before/after reminders as you want, each independently configurable.
Can I personalise reminder messages?
Yes, use smart chips in the template editor. These are pill-shaped tokens you insert from the editor toolbar that pull in client name, amount, due date, and other fields, then populate with real values when the reminder sends.
Are automated reminders available on the Free plan?
No, both automated email and SMS reminders require a paid plan (Plus or Advanced). Free users have access to the Workflows page but can't enable or edit reminder workflows.
Can I exempt certain clients from reminders?
Yes, turn off email or SMS at the client level (gear icon on their profile) and they won't receive automated reminders. Useful for long-term clients on different arrangements.
Do reminders work for cash, check, or ACH invoices?
Yes, reminders fire based on invoice status (paid vs unpaid), not payment method. You can still chase invoices marked as cash-pay.
Why aren't my reminders being sent?
Check three things in order: (1) the Invoice reminder workflow is enabled, (2) the specific reminder is enabled, and (3) the client's notification settings allow email or SMS.