17hats saves you time by automating reminders for upcoming and past-due documents (Quote, Contract, Invoice, and Questionnaire). You can turn on reminders for each document type and customize the message that is sent. You can also set rules for when each automatic reminder will go out.
Since 17hats automates your document reminders for you, you do not need to include them in your Workflows.
Note: Reminder emails only send for Active Project documents, and the document must have a due date must be set.
To turn on your Document Email Reminders, go to the Email Setting tab of your Account Settings. Then, open the Email Reminders tab.
Types of Notifications
Upcoming Notifications
By turning on Upcoming Reminders, your contact will receive an email with a link to the attached document prior to the due date.
If the invoice has a payment schedule, an upcoming email reminder will be sent when each payment is due.
Past Due Notifications
By turning on Past Due Reminders, your contact will receive an email with a link to the attached, uncompleted document the day after it is due. If the document is completed, no email will be sent.
If an invoice has a payment schedule, a past due notification will be sent if a payment is past due, as well as if the total balance of the invoice is late.
Upcoming and Past Due Notifications
By turning on Upcoming and Past Due Reminders for Invoices, your contact will receive an email if an invoice with a payment schedule has a past due payment and a future payment coming due.
Settings
Reminder Settings - Upcoming Reminders
Upon edit of the Upcoming Reminder Emails, you can customize the when, subject line, and email message.
By customizing the 'when' you are able to select how many days before the due date you want the reminder email to be sent. The default setting is 1 day before a documents due date which you an change.
The subject line of the email can be adjusted, as well as, the email message. Within the message you can use tokens related to the document.
Reminder Settings - Past Due Reminders
Upon edit of the the Past Due Reminder Emails, you can customize the when, recurrence of the email, subject line, and email message.
By customizing the 'When' you are able to select how many days after the due date you want the reminder email to be sent.
The 'Repeat' allows you to customize how often you would like the email to automatically resend and when the recurrence should stop.
The default setting is 1 day after due date is past due. The past due reminder will continue to be sent monthly. It will stop sending after being sent 12 times. You can adjust these settings if needed.
Templates
Document Reminder Emails Templates Types
While you can update the email in your Account Settings > Email Settings > Reminders, you can also do so in your Documents and Emails templates tab.
Each Document Email Reminder is saved as a specific email Type. This type is found in the second column when viewing the Documents & Emails template tab.
Upcoming Document Email Reminders will be sent X number of days before the document's due date. Their types are labeled:
(questionnaire_upcoming_send)
(quote_upcoming_send)
(contract_upcoming_send)
(invoice_upcoming_send)
Past Due Document Email Reminders will send X number of days after the document is past due. It can continue to go out daily, weekly or monthly. And you can set when you want the reminders to stop. Their types are labeled:
(contract_due_send)
(quote_due_send)
(questionnaire_due_send)
(invoice_due_send)
Upcoming and Past Due document email reminders will only go out if an invoice has a payment scheduled added with a past due payment and an upcoming payment. This email is labeled:
(invoice_due_and_upcoming_send)
While you can create more than one copy of these email notifications, only the messages with the email type "due_send" will be used with the automatic Email Reminders feature.
Example:
Your Contract is Now Past the Due Date (contract_send) - Regular "contract-send" email, can be edited/renamed/deleted as needed.
Your Contract is Now Past the Due Date (contract_due_send) - Email Reminder Template
Note:
Document & Email reminders were released in 2018. If you signed up prior to June 2018, reminders will be automatically turned on.
Prior to this release, Invoice Reminders were saved in the Invoice Options tab. Document Email Reminders can now be found in your Account Settings on the Email Settings page within the Reminders tab.
Have more questions about how email communication works in 17hats? Ready to set up your Calendars? Learn more by clicking the button below.
FAQs
For a Combined Document (Quote, Contract, and Invoice), with an invoice not paid, the reminder email links back to the quote instead of the invoice. Why does it not just go directly to the invoice?
Combined documents are sent together for ease of use, but also for full transparency of the purchase process. By referencing the client back to the full set of documents, they can effortlessly finish the process with all the necessary documents in hand.
Why is my document reminder email not being sent?
The most common cause is because you do not have a due date on the document.
* This feature may not be available on all plan types
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