Invoice reminders

Invoice reminders are a practical way to follow up with families when an invoice is still unpaid or approaching its due date. They help you keep billing communication consistent without having to send each reminder manually.

When to use invoice reminders

Use an invoice reminder when:

• an invoice is still unpaid and needs a nudge
• a family has not responded to the original invoice yet
• you want to keep payment follow-up consistent across accounts
• you want to encourage payment before the balance becomes more urgent

Reminders are especially helpful when you are managing several accounts at once and want a repeatable process for follow-up.

Where to send reminders from

You can send reminders from the Invoices page in two main ways:

• from a single invoice card
• in bulk for multiple invoices at once

Both options use the same reminder workflow, but the single-invoice route is best when you want to follow up with one family. The bulk route is faster when you want to contact several accounts at once.

Send a reminder from an invoice card

1. Go to Invoices.
2. Open the invoice you want to follow up on.
3. Click the bell icon at the top of the invoice card.
4. Review the reminder details, including the account, invoice amount, and due date.
5. Confirm the reminder and send it.

If the family has an email address saved on the account, the reminder is sent through the invoice reminder email template. If no email address is available, Cadence Calendar will not be able to send the reminder through email, and you will need to update the account contact information first.

What happens after you send a reminder

When a reminder is sent, Cadence Calendar records it on the invoice so you can see that follow-up has already happened. You will also be able to see the reminder timing in the invoice history and related message activity.

The reminder uses your overdue invoice reminder email template, so the message should be consistent with your billing communication style.

Send reminders in bulk

If you have several unpaid invoices, you can send reminders to multiple accounts at once.

1. Go to Invoices.
2. Use the filters to find the set of invoices you want to follow up on, such as overdue or unpaid invoices.
3. Select the invoices you want to include.
4. Choose Actions and then Send Invoices.
5. Review the selected accounts and confirm the send.

This is useful when you are working through a batch of overdue invoices or trying to prompt payment across several accounts in one pass.

What to check before sending

Before sending reminders, make sure:

• the account has a valid email address
• the invoice is still relevant and should be followed up on
• the reminder message is appropriate for the account’s situation
• the invoice amount and due date are accurate

If contact details are missing, reminder delivery can fail, so checking the family profile first is important.

Customize the reminder email

Reminder emails use your overdue invoice reminder template. If you want the wording to better match your studio’s tone or policy, update the template in Settings and then use that template for future reminders.

A good reminder message should be:

• clear about the invoice status
• polite and professional
• easy to understand
• focused on the next step the family should take

Best practices

• Send reminders only when the invoice is still relevant and unpaid.
• Use the invoice filters first so you are targeting the right accounts.
• Make sure email addresses are current before sending reminders.
• Keep reminder messages consistent so families receive a professional and predictable follow-up experience.
• Review the reminder history so you know which accounts have already been contacted.

Summary

Invoice reminders help you follow up on unpaid balances in a structured and efficient way. You can send them one invoice at a time or in bulk from the Invoices page, and they provide a simple way to keep families informed while keeping your billing process organized.