Payment reminders can be sent manually or you can set up auto reminders to send an email based on invoice due date.


Manual Reminders


You can generate email reminders or print reminders to mail using the Print/Email Mail Merge function on the Invoices grid. Note that you must have at least one Mail Merge Invoices Template created to use as a cover letter to send your invoices. You can learn more about creating a template in this article "What is the Mail Merge Invoice Template?"


To generate your emails or letters, begin by filtering your list to identify the constituents you would like to send the reminder to. You can use the view in the View Library for Unpaid Invoices if you would like to send a reminder to all constituents with invoices with a Status of Unpaid or Partially Paid.


You can also add additional filters to columns like Invoice Due Date or Payment Page to more specifically target your reminders.



Once you have your reminder letter created and your list filtered, you can use the Actions menu and select Print/Email Mail Merge.



Select the Mail Merge Template letter in the top box 


Select either the Invoice Details - Amount Due or Total Amount to attach to the letter. You should use Amount Due if you have any partially paid invoices.


Under Options you can choose to:

  • Skip Page 1, which will generate just the invoice, but not include the cover letter.
  • Hide Tax Deductible Amount, which will remove the Tax-Deductible Amount column from the attached invoice.
  • Include Disclaimer Text Footer, which says "Thank you for your prompt payment" by default, but you can change footer as desired in the field provided.


For Delivery Options you can choose:

  • Print to PDF will print the letter in PDF format and open in a new browser window so you can review the letter prior to sending or printing.
  • Print to Word will download the letter. If your letter does not download, be sure you have turned OFF your browser's pop up blocker.
  • Print to Word (Advanced) is not used for acknowledgement letters.
  • Email Link to PDF filewill open an email to send once the rest of your selections are made.
    • Email to Primary Email - sends just one email to the primary email address for this constituent
    • Email to All Emails including Company Contacts will send a copy of the email to all email addresses on file for this constituent.

Archive Options include:

  • Save to Documents if set to YES a copy of the letter will be saved in the constituent's Documents.
  • Post to Portal is used with the Advanced Portal only and would allow the constituent to download a copy of the letter from their portal account.
  • Document Name is any name you would like to give the document.
  • Document Category is a dropdown list to choose the appropriate category for this acknowledgement document.


When finished making all your selections click OK to print or create the email to send your invoice cover letter and invoice to the constituents in your list.


The members will receive their two page document, the mail merge invoice template cover letter with the invoice attached. In the cover letter will be their unique URL click they can click on to pay their membership with a credit card. Or, they can mail in their payment with a check. If they mail a check, you will manually enter the invoice payment.


Invoice Auto Reminders


For constituents with email address you can set up invoice auto reminders sent via email. From the Transactions & Invoices module menu, select Invoice Auto Reminders.



From the grid you can select + New to add a new invoice auto reminder or select an existing reminder and click View/Edit to make edits. 



In the first tab, enter the Name of the invoice auto reminder, then the email sender's information in Email Display Name, From Address (the email address) and Subject Line. Click on Save & Next to go to the next step.



In the second tab, you will select the number of days in the Send field Before/After Due Date to send the reminder. Be sure to toggle Enabled to YES. Use a number of 1 or greater. Do not use 0.



In the third tab, you will select the email template to use for your message by hovering over the choice and selecting Use. You also can create a new template with +New Template. 


The merge fields available include all fields shown on the Invoices grid, including the unique Invoice Page URL, which the member can use to pay their invoice with a credit card. 


When you are finished making your edits, click Save & Close to go to the last step.



On the Schedule tab you have the option of sending a test email if you would like to check your images and links. Note that merge fields will be blank since there is no data behind a test message. 


You invoice auto reminders will now send automatically on the schedule you set up to constituents with emails and any unpaid or partially paid invoices. Once the invoice is paid, they will no longer receive reminders.