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.

tip

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:

1. Invoice Dashboard — Click Send Reminder on any overdue invoice row in the unpaid invoices list.
2. 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:

• 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.

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.

note

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

Email reminders are sent in the language matching your user profile language preference (set in your profile settings). If your language is set to Dutch, the email subject, greeting, and body will be in Dutch. Otherwise, the reminder is sent in English.

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 email will be sent in based on your current language preference.

tip

WhatsApp reminders also respect the language preference — the correct language 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.