Setting Up Automatic Invoice Reminders

Enabling automatic reminders

Reminders are off by default — turn them on once and they'll run automatically for every new invoice.

1. Go to Settings → Invoicing → Reminders.
2. Toggle Enable automatic reminders to on.
3. Reminders will now apply to all unpaid invoices going forward. Existing overdue invoices will also be picked up in the next scheduled check.

Setting the reminder schedule

You control exactly when reminders are sent. The default schedule works well for most trade businesses, but you can adjust every timing to suit your payment terms.

• 3 days before due date — a friendly heads-up that payment will be due soon.
• On the due date — a polite reminder that payment is due today.
• 3 days overdue — the first overdue notice, still conversational in tone.
• 7 days overdue — a firmer follow-up.
• 14 days overdue — a final escalated reminder before manual action is needed.

Toggle each reminder on or off individually, or change the number of days using the input next to each option. Click Save schedule when done.

Customising the reminder message

Each reminder stage has its own editable message template. You can personalise the wording to match your business tone.

1. Click Edit message next to any reminder stage.
2. Use the available merge tags — {{customer_name}}, {{invoice_number}}, {{amount_due}}, {{due_date}}, {{payment_link}} — to personalise the message automatically.
3. Preview the rendered message using the Preview button before saving.
4. Reminders are sent by email by default. If you've connected WhatsApp or SMS, you can also select those as delivery channels.

Seeing which reminders have been sent

Trade2Base keeps a full log of every reminder sent so you always know what the customer has received.

1. Open any invoice and scroll to the Reminder History section at the bottom.
2. You'll see a timestamped log of every reminder sent, which channel it was sent on, and whether it was opened.
3. The next scheduled reminder date is shown at the top of the log so you know what's coming next.

Pausing or manually triggering reminders

Sometimes you'll want to pause reminders for a specific customer — for example if you're already in a conversation about payment.

1. Open the invoice and click Pause reminders. You can set a resume date or leave them paused indefinitely.
2. To send a reminder immediately — without waiting for the schedule — click Send reminder now and choose which template to use.
3. Once an invoice is marked as paid, all scheduled reminders are automatically cancelled.

Escalating to a final demand

If a customer still hasn't paid after the final reminder, you can send a formal final demand notice directly from Trade2Base.

1. Open the overdue invoice and click Send Final Demand.
2. The final demand template references your statutory right to claim interest under the Late Payment of Commercial Debts Act 1998 (where applicable).
3. A copy of the final demand is saved to the invoice record for your records.

Still need help?

Contact our UK support team via live chat or email support@trade2base.com.