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Payment reminders

Set up automatic payment reminders in Invoa — rules before or after the due date, email or WhatsApp, your own wording with placeholders, and when they go out.

Payment reminders chase unpaid invoices for you. You set rules relative to the due date — for example three days before, on the day, and a week late — and Invoa emails the customer on those days until the invoice is paid.

Reminders are on every plan. Owners and admins set them up under Settings → Reminders.

Add your rules

A new company starts with No reminder rules. Nothing is sent until you add some.

  1. Open Settings → Reminders and click + Add rule.
  2. Set Days relative to due date:
    • a negative number for before the due date (-3 shows as "3 days before due"),
    • 0 for On the due date,
    • a positive number for after it (7 shows as "7 days overdue").
  3. Choose the Channel: Email or WhatsApp (manual).
  4. Optionally write your own Subject and Message (see below). Leave them empty to use Invoa's wording.
  5. Keep Enabled ticked and click Save.

Add one rule per reminder. A common set is:

RuleDays relative to due date
Friendly heads-up-3
Due today0
First chase7
Second chase14

Which invoices get reminders

An invoice is reminded when all of these are true:

  • It is issued and still has a balance: Issued, Sent or Partially paid. Paid, void and draft invoices are never reminded.
  • It has a due date.
  • Today is its due date plus the rule's days.

Each rule is used at most once per invoice. As soon as an invoice is paid in full, the remaining reminders stop.

When reminders go out

Invoa sends the reminders due that day at your automation time (Settings → Reminders & automation; 09:30 Malaysia time unless you change it). A reminder goes out only on its exact day: if you add a rule today for "7 days overdue", invoices that passed that point last week are not reminded for it.

Email reminders

An email reminder goes to the email on the customer's contact, with:

  • your subject and message (or the defaults),
  • the invoice PDF attached,
  • a View and pay button to the invoice's customer page, where the customer can pay online or report a bank transfer.

Replies go to the Email in Settings → Company. If the contact has no email, the reminder is skipped. Each reminder shows on the invoice timeline as Reminder sent.

Default wording

If you leave Subject empty, Invoa uses:

RuleDefault subject
Before the due date"Invoice INV-26-0007 is due in 3 days"
On the due date"Invoice INV-26-0007 is due today"
After the due date"Invoice INV-26-0007 is 7 days overdue"

The default message reminds the customer of the invoice number, the outstanding amount and the due date, and includes the payment link.

Your own wording

Use these placeholders in Subject and Message. Invoa fills them in for each invoice:

PlaceholderBecomes
{{number}}The invoice number, for example INV-26-0007
{{due_date}}The due date, for example 2026-11-14
{{amount}}The outstanding balance, for example 1250.00 (no "RM", so write RM {{amount}})
{{total}}The invoice total, for example 2500.00
{{contact}}The contact's name
{{company}}Your legal name
{{link}}The invoice's customer page

For example:

text
Hi {{contact}},

Invoice {{number}} for RM {{amount}} was due on {{due_date}}.
You can pay online or tell us about your transfer here: {{link}}

Thank you,
{{company}}

WhatsApp reminders

Invoa does not send WhatsApp messages itself. For a WhatsApp (manual) rule, on the reminder day the invoice timeline shows WhatsApp reminder ready, and the reminder counts as sent for that rule. Open the invoice and click WhatsApp to message the customer from your own WhatsApp, with the invoice link already in the message. See Send by email, WhatsApp or link.

Change, pause or remove a rule

On Settings → Reminders, each rule shows When, Channel, Subject and whether it is On or Off.

  • Edit changes the rule. Invoices already reminded under it are not reminded again.
  • Disable pauses the rule; Enable turns it back on.
  • Remove deletes the rule.

Send a reminder by hand

To chase one invoice now, open it and click Send. Edit the message and click Send email. This does not affect the automatic rules.

Something unclear or out of date? Tell us at hello@invoa.io and we'll fix the page.