Before you enable reminders
Handle these quick tasks so your reminders sound personal and aligned with your credit policy.
Review your credit policy
Decide how firm you want reminders to be at each stage—gentle before due date, firmer once overdue.
Draft your copy
Write short, friendly messages for each reminder. Include Pay now links and sign with your business name.
Align with the team
Let finance and coordinators know when reminders will run so they’re ready to answer questions.
Why reminders help
Benefits
- Collect outstanding balances faster without manual chasing.
- Maintain a consistent, professional tone in every follow-up.
- Free office time—Toolfy handles the nudges while you focus on work.
Reminder types
- Pre-due reminders (gentle heads-up three days before).
- Due-day notification.
- Overdue sequence with escalating wording (e.g. 7 and 14 days overdue).
- Manual one-off reminders for special cases.
- Bulk reminders to chase a batch of invoices at once.
Set up automatic reminders
- Settings → Reminders → Payment reminders.
- Toggle Send automatic payment reminders on.
- Add timing offsets (e.g. 3 days before, on due date, 7 days overdue).
- Edit email/SMS templates to match your tone of voice.
- Save. New invoices follow the schedule automatically.
Suggested schedule
Friendly heads-up that payment is coming due.
Polite reminder with a Pay now link.
More direct wording encouraging prompt payment.
Firm reminder referencing late fees or next steps.
Adjust timings or add extra touchpoints to match your credit policy.
Send an ad-hoc reminder
- Open the invoice you want to chase.
- Click Send reminder.
- Choose email or SMS and tweak the wording if needed.
- Send. The reminder logs on the invoice timeline for teammates to see.
Best practices
- Keep early reminders friendly—assume the customer simply forgot.
- Escalate tone gradually; reference contract terms if the account is overdue.
- Pause automatic reminders for disputed invoices to avoid awkward messages.
- Log phone calls or promises in invoice notes so everyone knows the latest.
Related guides
Need help fine-tuning reminders?
Email support@toolfy.io or follow the contact support guide. Share your current schedule and we’ll suggest improvements.