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Payment reminder example for Inventory

hey guys it's chris here from studio ninja and in this video i'm going to show you everything that you need to know about setting up your automatic payment reminders so what does that mean let's just say for example you're a wedding photographer and you book a couple in today you would send them an invoice for a deposit which is due now and the final balance will be due just before their wedding day which might not be until next year or the year after so with this feature turned on the system will actually automatically send reminders to your couple so for example a few weeks before the due date the system will send a reminder if the payment hasn't been made it'll send another reminder on the due date and then if the payment becomes overdue the system will continue to send reminders until it is paid it's a really useful feature and it basically means you'll never have to chase payments yourself again so let me show you how it works the first thing we'll do is set up our payment reminders in settings and then once we've done that i'll open up a job create an invoice and i'll show you how those payment reminders will behave based on the payment schedule of an invoice so the first thing we'll do is navigate our way to the settings page and then click on the invoice and payments setting from here scroll down a little bit to the payment reminders section here we have three different tick boxes an email subject line section and the body of your email message here let's start with the three tick boxes first i'm actually going to tick all three of these boxes as i would like the system to automatically send payment reminders seven days before a payment is due then again on the due date if the invoice still hasn't been paid i'd like the system to send a reminder once the payment is seven days late and then again every seven days ongoing until it's finally paid you can edit the subject line to whatever you like for example you may want it to sound a bit more friendly than just the words invoice reminder instead you might want to say something like friendly reminder you have a payment due or whatever you like you can also edit the body of this reminder for example you may want to add something like this is a courtesy automated message to let you know that blah blah blah blah as you may want your clients to know that this message is a system message rather than you personally nagging them about their payment which is due these variables client name payment amount and payment due date will also automatically pre-populate with the correct information when the reminder is sent out to the client so don't worry it won't actually say dear client name it will actually say dear jenny if jenny is the client of that job so once you're happy with everything click save it's as simple as that now let's head over to a job and see how these reminders will behave when they're attached to an invoice so here we have a sample job let's create an invoice for this job by clicking on the add new invoice button here for the sake of this example we'll add a package to this invoice let's choose the wedding silver package cool i'm happy with that and we're going to scroll all the way down to the payment schedule section it says do you want to assign a payment schedule to this invoice well yes we do let's go with the example i used earlier we want to receive a 25 deposit now and the remaining balance due in two weeks before the wedding which is actually next year now we can see exactly when our payments are due for this invoice the deposit is due in a week and the final balance is due next year on the 30th of april let's save this invoice now it's important to note that the payment reminders are only activated once this invoice has been sent so just to clarify no payment reminders will go out until this invoice has been emailed to the client so let's email this invoice to activate the payment reminders okay done now let's assume my client has paid their deposit so i'm going to click on the record payment button here and record this payment now this is the best part without having to do anything at all the system will automatically send a payment reminder seven days before the due date of their next payment and then again on the due date and if it still hasn't been paid it will continue to send reminders seven days after the due date and then again every seven days ongoing with this feature turned on you'll never have to chase payments or overdue payments again so i hope you enjoyed this video tutorial and as always if you need any help with anything at all click on the in-app chat icon here and message us anytime and one of our team will get back to you in a couple of minutes and help you with whatever you need