How do I set up automatic payment reminders for unpaid invoices?

Go to Settings → Invoices → Payment reminders and build your reminder ladder in the When reminders go out card — reminders are on when the list has entries, and if the list is empty, no reminders go out. Each reminder can go by SMS, Email, or both.

Steps

1. Go to Settings → Invoices → Payment reminders.
2. In the When reminders go out card, add reminders from the fixed menu of six timings, all anchored to the invoice due date:

- 3 days before due - 1 day before due - On due date - 1 day after due - 3 days after due - 7 days after due

1. On each reminder, tick the SMS and/or Email chips. New reminders start with Email on and SMS off. A reminder with neither ticked is never sent — the page warns you.

There's no master on/off switch — an empty list means no reminders, and adding your first reminder starts the chasing.

No two reminders can share a timing, so six is the most you can have. The schedule is org-wide — one ladder covers every invoice.

How it works

• Reminders are scheduled when an invoice is approved — never for drafts. Approving an invoice in the dashboard, or creating one with Send ticked, sets it to Unpaid and lays down the reminder ladder in the same step. With Xero or QuickBooks connected, the ladder is laid when Sophiie sees the invoice move from Draft to Unpaid in your accounting system. Resending an already-approved invoice doesn't create a new ladder.
• The customer needs a contact point. If the customer has neither an email address nor a phone number, nothing is scheduled at all.
• Late approvals skip the early rungs. Any "before due" or "on due" reminder whose moment has already passed when the ladder is laid down is skipped rather than fired late — only the overdue reminders still go out. That's by design, not a bug.
• Reminders stop themselves. Cancelling an invoice cancels its scheduled reminders, and so does a payment that settles it in full — whether recorded in Sophiie or picked up from a connected system, whether that's your accounting software or your job-management system.

Common Questions

Can I customise the reminder message for one invoice?

The schedule itself is org-wide, but when you send an individual invoice you can write a custom subject and message in the send modal. That copy applies to that send only — the scheduled follow-up reminders don't inherit it.

Why didn't my customer get the "3 days before due" reminder?

Most likely the invoice was approved after that moment had already passed — early reminders are skipped, not fired late. Also check the reminder has SMS or Email ticked, and that the customer has a phone number or email address on file.

Do reminders keep going forever?

They run through your ladder until the invoice is paid in full or cancelled — then everything still scheduled is cancelled automatically.

Can Sophiie chase invoices by text message?

Yes — each reminder has its own SMS and Email chips and can use either or both. SMS is off by default on new reminders, so tick it if you want texts going out.

Need More Help?

If your payment reminders aren't going out the way you expect, ask Sophiie Assistant in your dashboard first — she can guide you or make the change for you. Still stuck? Email support@sophiie.ai or call +61 7 5620 4640.