Payment Reminders
When an invoice is past its due date, FlowForth allows you to send payment reminders to your clients via email or WhatsApp. Reminders can include the invoice PDF as an attachment, and all reminder activity is logged for audit purposes.
Overdue Invoices
An invoice is considered overdue when it has been sent to the client and its due date has passed. Overdue invoices are highlighted throughout the application:
- Invoice Dashboard — The overdue stat card shows the count and total of overdue invoices. Individual overdue invoices are marked with an OVERDUE badge in the unpaid invoices list.
- Invoices List — Overdue invoices display a red "Overdue" badge next to their status.
- Invoice Detail Page — A warning callout shows how many days the invoice is overdue, along with a Send Reminder button.
Only invoices with status Sent can be overdue. Draft, Paid, and Cancelled invoices are never considered overdue.
Sending a Reminder
You can send a payment reminder from two places:
- Invoice Dashboard — Click Send Reminder on any overdue invoice row in the unpaid invoices list.
- Invoice Detail Page — Click Send Reminder in the overdue warning callout or the reminder history section.
Reminder Dialog
When you click Send Reminder, a dialog appears with the following options:
| Option | Description |
|---|---|
| Channel | Choose Email or WhatsApp as the delivery channel |
| Include PDF | Toggle to attach the invoice PDF to the email (on by default). For WhatsApp, the PDF is always included as part of the message template |
| Template | Select an email template to use (email only). Defaults to your organization's default template |
| Custom message | Optional text field to add a personal note to the email (email only). Not available for WhatsApp, which uses a fixed template |
Email Reminders
Email reminders are sent via your organization's configured email service. The email includes:
- Your company logo and name in the header
- Invoice number and amount
- Due date
- Organization contact details
- The invoice PDF as an attachment (if enabled)
- Your custom message (if provided)
The recipient is the client's contact email address. If the client has no email address on file, a warning is displayed and you cannot send via email.
If you have uploaded a company logo, it appears at the top of the reminder, the same as on invoice and credit-note emails. When no logo can be used, the email falls back to your company name as text — the reminder is sent either way. See Your Logo on Emails for the accepted formats.
WhatsApp Reminders
WhatsApp reminders use a pre-approved message template that includes:
- Client name
- Invoice number and amount
- Due date
- Organization name
- The invoice PDF as a document attachment
The recipient is the client's WhatsApp phone number. If the client has no phone number on file, a warning is displayed and you cannot send via WhatsApp.
WhatsApp reminders require an active WhatsApp integration (via Twilio). The message template is fixed and cannot be customized — it is registered with WhatsApp for compliance.
Including the Invoice PDF
For email reminders, you can toggle whether to include the invoice PDF as an attachment. This is enabled by default.
For WhatsApp reminders, the invoice PDF is always included as part of the message template structure. The toggle is not shown for WhatsApp.
Reminder History
Every reminder sent for an invoice is recorded and visible on the Invoice Detail Page in the Reminder History section. Each entry shows:
| Field | Description |
|---|---|
| Channel | Email or WhatsApp |
| Recipient | The email address or phone number the reminder was sent to |
| Date Sent | When the reminder was dispatched |
| Status | Delivery status — Queued, Sent, Delivered, or Failed |
| PDF Included | Whether the invoice PDF was attached |
The Invoice Dashboard also shows the date of the most recent reminder in the Last Reminder column of the unpaid invoices list.
Customizing Email Templates
You can create custom email templates for payment reminders under Settings → Reminder Templates (or via the Invoicing section). Templates support the following placeholders:
| Placeholder | Replaced With |
|---|---|
{InvoiceNumber} | The invoice number |
{ClientName} | The client's name |
{Amount} | The outstanding amount |
{DueDate} | The invoice due date |
{DaysOverdue} | Number of days past the due date |
{OrganizationName} | Your organization name |
From the template management page you can:
- Create new templates with a subject and body
- Edit existing templates
- Preview templates with sample data
- Set a default template used when no specific template is selected
- Delete templates you no longer need
When sending an email reminder, you can select which template to use from the reminder dialog.
Reminder Language
Reminders are sent in the client's language, not in the language you use FlowForth in:
- If the client has its own language set, that language is used.
- Otherwise the client uses your organization's default communication language.
For example, if your organization default is Dutch and a client is on Use organization default, the reminder email's subject, greeting and body are in Dutch, even if you are using FlowForth in English. See Changing Preferred Language to set a client's own language.
This applies to the default email content only — if you use a custom reminder template or add a custom message, those are sent as-is regardless of the language setting.
The Send Reminder dialog shows which language the reminder will be sent in (for example, This reminder will be sent in Dutch), so you can check before sending.
WhatsApp reminders use the same client language — the English or Dutch version of the WhatsApp template is selected automatically.
Delivery Status
Reminder delivery status is tracked automatically:
| Status | Meaning |
|---|---|
| Queued | Reminder has been created and is waiting to be sent (WhatsApp) |
| Sent | Reminder was successfully dispatched |
| Delivered | Confirmation received that the message was delivered to the recipient |
| Failed | Delivery failed — check the error details in the reminder history |
For WhatsApp reminders, delivery status is updated automatically via webhook callbacks from the messaging provider.
What's Next?
- Invoice Dashboard — Overview of outstanding and overdue invoices.
- Invoice Details — Viewing, editing, and sending invoices.
- Creating an Invoice — Step-by-step guide to generating an invoice.
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