Invoice reminders

Invoice reminders can help ensure your invoices get paid timely and aren't overdue. 

To set them up, first, you'll need to create your reminder profile(s). A reminder profile contains one or multiple reminders that you want to send in certain cases to specific users. Scoro already has two reminder profiles by default: one for overdue invoices and another one for reminders before the due date. However, you can create your own profiles as needed.

You can create multiple different reminders in a single profile. For example, you can add reminders for 10 and 15 days after the due date of the invoice, or even before the due date. 

Once you've created your profile(s) and the reminder(s), you can link them to the desired contacts or invoices.

This article covers everything you need to know about creating a reminder profile, activating automatic reminders for a default profile, and linking the profile to a contact or an invoice. 

1. Creating a reminder profile

To create a new reminder profile:

1. Go to Settings > Sales and finance > Invoice reminders.
2. Click Add.
   
   
3. Name the profile.
4. Select the invoice reminder sender email address.
   
   

   Note! You can add different email aliases to choose from when creating a reminder profile and selecting a Sender for the reminder. Just go to Settings > Administration > E-mail setup and add the relevant information under Additional e-mail aliases.

   

5. Set how many days after or before the due date the reminder will be sent out.
6. Enter the email title and create the content for the reminder e-mail.
   • You can use dynamic fields, which automatically take the information from the system. To insert it, click in the content box right where you'd like to add the field and then select the suitable dynamic field above the box.
     
7. To add another reminder under this same profile, click Add reminder below the reminder you just set up. For example, you can add a second reminder that's sent out 1 day before the invoice's due date.
   
8. Tick any of the three checkboxes with different options to choose from if they're relevant:
   • Repeat last reminder – when selecting this, you can add several days after which the last reminder (for example, if you have more than one reminder set up for this profile, only the last one is repeated) is sent out again.
   • Assign this profile to all clients with no profile – in this case, this profile is assigned to all clients in your contact list that don't have a specific reminder profile set up.
   • Assign this profile to all invoices with no profile – in this case, this profile is assigned to all sales invoices in your invoice list that don't have a specific reminder profile set up.

2. Modifying a reminder profile

To modify an existing reminder profile, just click on the name of the profile in the profiles list under settings.

3. Activating automatic reminders for a default profile

You can select the default profile and activate automatic reminders for it. Once seleced, this profile will be added to each new contact added on your site.

4. Linking a reminder profile to a contact

You can link one reminder profile to each contact on your site. There are two ways how you can do it:

• In the contact modify view - select the relevant profile from the Reminder profile dropdown field
  
• In the contacts list - tick the relevant contacts, click Reminder profile, and select a suitable profile.
  

If the contact has a profile assigned, it will be added automatically when the sales invoice is created for that contact.

Other notes:

• Reminders are sent out every day at 8 AM. Information on automated reminders is available in the sent e-mail report.
• The reminders are sent out using the default PDF template for invoices set up under Settings > Sales and finance > Invoices. In case the user selects a different template for the invoice, the next reminders are sent out on the same template.
• If the client linked to an invoice reminder is changing, make sure to link the new contact to the right invoice reminder profile to ensure it's sent out properly.
• To give site users access to send and modify reminders, go to Settings > Administration > Permission sets, select the permission set, and tick the option Modify sales and finance settings.
• Invoices created before activating reminders won't be taken into account. Also, all invoices must be sent from Scoro or marked as Sent in Scoro in order to send out an automatic reminder.
• All the reminders waiting to be sent out manually are displayed in the reminders list under Invoices.

When creating a new invoice, it's also possible to add a reminder profile manually.