How to design an invoice reminder sequence

Choose timing that matches the customer relationship

There is no universal perfect schedule. A common starting point is a helpful reminder a few days after the due date, followed by one or two increasingly direct messages. Very frequent messages can create more support work than they save.

• Keep the first message factual and helpful.
• Leave enough time for bank processing and customer response.
• Use a final reminder only when the invoice is still genuinely outstanding.

Keep recipients connected to the original delivery

The safest default is the recipient set from the latest successfully completed invoice email. It reflects who actually received the invoice, including multiple customer contacts, without guessing from the client record later.

A manual reminder should still let the sender choose among the client contacts when a different follow-up is needed.

Protect the sequence with eligibility checks

The invoice must still have an outstanding balance, a completed original delivery and a due date that makes the reminder eligible. The system should check these conditions again immediately before sending, because a payment or due-date change may happen after scheduling.

Each successful automatic reminder should have a durable recipient-level record so retries do not create duplicate messages.

How Aeglio handles reminders

Aeglio supports opt-in team reminder rules and an invoice-level override. Rules are displayed in chronological order and become effective without sending retroactive catch-up messages. The invoice view shows the effective schedule, recipient history and delivery outcomes.

Manual reminders use the same invoice context, PDF and customer-language behavior, while allowing an authorized user to select suitable client contacts.