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Overview

Invoice reminders help ensure timely payments from your clients. Flashquotes offers both automated reminder emails and manual reminder options, giving you flexibility in how you follow up on unpaid invoices.

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Customer Payment Access

Every invoice in Flashquotes has its own payment link. Use Send invoice or Share invoice link to send the specific invoice to its recipient. The booking confirmation page links to one invoice at a time, prioritizing the earliest-due invoice with a balance to collect; it does not list all of a booking’s invoices.

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Automated Reminder Emails

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Enabling Automated Reminders

To set up automated invoice reminders:
  1. Navigate to Settings > Invoices
  2. Find the Automatic invoice reminders toggle
  3. Switch the toggle to On
Automated email reminders only apply to new invoices created after enabling this feature. Turning off automatic reminders removes them from all invoices. Automatic reminders are a company-wide setting — they can’t be turned on or off for an individual invoice.

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Default Reminder Schedule

When enabled, Flashquotes will automatically send reminder emails based on the following schedule:
Invoice reminder settings showing the automated reminder schedule
Reminders use the invoice’s current Bill to details email when they send. Changing the booking contact preserves saved invoice recipients. Older invoices without a saved bill-to email use the booking’s current contact email.

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Multiple Invoices on a Booking

Each new invoice gets its own reminder schedule when automatic reminders are enabled. Reminders follow that invoice’s due date and recipient.
  • Changing a due date updates only that invoice’s reminders.
  • Each reminder is checked again before sending. See When reminders are automatically skipped.
  • Adding or editing line items does not restart reminders. Use Send invoice for a manual follow-up when needed.
See Multiple invoices per booking for creation, billing, and payment instructions.

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When Reminders Are Automatically Skipped

Flashquotes checks the invoice and its reminder schedule when each reminder is due to send. These checks apply to each invoice separately. Paying or voiding one invoice does not stop reminders for another invoice on the same active booking.
Pending bank transfers and scheduled payments do not count as completed payments for this check. A reminder can still send while a payment is processing or scheduled for later. Partial payments also leave reminders active if a balance remains.

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When Reminders Are Not Scheduled

Some missing reminders were never scheduled in the first place:
  • Automatic reminders were off when the invoice was created. Turning them on does not automatically enroll older invoices.
  • The reminder’s send time had already passed when the schedule was created or recalculated. Only upcoming reminders are added. For example, an invoice created on its due date will not receive the previous day’s reminder.
  • No recipient email was available when the schedule was created. Check the invoice’s Bill to details and the booking contact’s email.
  • The invoice or booking was already deleted, voided, or canceled, or no active reminder workflow was available. No schedule is created for an ineligible invoice.
Past reminders are not backfilled when you add line items. Use Send invoice when you need to follow up manually. A reminder that was already scheduled can still arrive late after a temporary delivery problem; the past-time rule applies when creating the schedule. An invalid email address or an email delivery error is a sending problem, rather than one of the automatic skip conditions above. Check the recipient’s email and contact support if reminders still do not arrive.

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Preview Reminder Emails

You can preview how each reminder email will appear to customers:
  1. Navigate to Settings > Invoices
  2. Find the reminder you want to review
  3. Click the Preview email button
This allows you to ensure your automated reminders maintain the appropriate tone and messaging for your business.

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Manual Invoice Reminders

In addition to automated reminders, you can send one-off reminders for any invoice:
  1. Go to the Invoices page in Flashquotes
  2. Select the specific invoice you want to remind about
  3. Click the Send Invoice button
  4. A preview modal will appear showing the reminder email
  5. Customize the email subject if needed
  6. Click Send to deliver the reminder to your customer
Manual reminders are particularly useful for following up on overdue invoices that require special attention, or for invoices created before you enabled automated reminders.

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Best Practices

  • Enable automated reminders for a consistent follow-up process
  • Review reminder preview emails to ensure they match your company’s tone
  • Use manual reminders for special circumstances or older invoices
  • Monitor invoice status regularly to identify any payment issues
  • Combine with clear payment terms set in your initial invoice

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Next Steps

After setting up your invoice reminders: