How to set up invoice reminders

Automated invoice reminders in VOGSY help you get paid faster by systematically following up on overdue invoices. This feature improves cash flow, saves administrative time, and maintains professional client communication.

💨 Improved Cash Flow: Gentle, timely reminders significantly reduce the average time it takes for clients to pay their bills.

⏰ Time Savings: Automating the follow-up process frees your team from manually tracking due dates and sending emails.

🤝 Professional Consistency: Using standardized templates ensures all client communications are professional and consistent with your brand's voice.

Only those with the Support staff role can access the back office.

This feature is activated by default; however, you must still add designated staff who should receive the reminder notifications​for the feature to function correctly. To activate the invoice reminders feature and add designated staff, do the following:

Go to the back office and scroll down to the Settings section.

Click Invoice reminders settings to open the Settings page for reminders of overdue invoices.

Select the Notify when project invoices are overdue checkbox.

In the Select who gets notified and can send reminders field, type the names of the staff members who should be notified about overdue invoices.

Designated staff will receive a notification from VOGSY when a customer's overdue date matches one of the rules configured in the Notification sequence section. The staff member will have the option to email the customer via the notification. They can also send the email via the invoice summary screen, which can be accessed from the project or organization page.

A PDF copy of the invoice will also be emailed as an attachment.

By default there will be four email rules in the notification sequence: an email for when the invoice is one day late, an email for when the invoice is 30 days late, an email for when the invoice is 60 days late, and an email for when the invoice is 90 days late. The length of time that the invoice is overdue determines which email can be sent to the customer.

After the reminder sequence is modified, VOGSY will not send retrospective reminder notifications. The updated sequence will only apply going forward.

The email reminders sent to the customer will be sent to the address specified in the customer's Invoicing email address field on the customer's organization page.

Add a rule

You can add a new rule to the sequence by doing the following:

Click the plus blue button and fill out the form.

• You can use template variables. Use these to build your email subject and email body.

• Enter the number of days the payment should be overdue to trigger this email.

• The customer’s language tab is the language specified on the customer’s organization page. Use the template variables to build the email subject and body content.

• Other language tab. These tabs are based on the settings in the Template languages master table. Translate the content from the customer's language tab into the appropriate language, but do not translate the template variables.

Click Save, and the rule will be added to the Notification sequence.