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Creating invoice reminders in Reckon One

Learn how to create and manage invoice reminders in Reckon One, to send automated reminders to customers for unpaid invoices.

Before you start

  • Check that you have a suitable Reply-to email address in your book settings, so that customers' replies to invoice reminders are sent to the right email address.
  • (Optional) Enter your business name in the Show emails as sent from field (also in book settings), so emails sent from Reckon One show as being from your business.
  • Consider whether you can keep up to date with creating payments for invoices in Reckon One. Be aware that reminders are sent for invoices that have not been marked as paid in Reckon One. If invoices are paid but not marked as such in Reckon One, reminders may be sent for paid invoices.

Creating invoice reminders

You can create up to 5 reminders. Each reminder must be set for a unique timeframe before, on or after the invoice due date. To create reminders:

  1. Select the the cogwheel icon in the top right corner of the screen, (⚙️), then select Settings, then Invoice reminders in the Day to day section.
  2. Select Create reminder.
  3. Specify when you want the reminder to be sent. You can choose to send it on the invoice due date, or any number of days before or after.
When choosing your criteria, consider how frequently you mark your invoices as paid in Reckon One. Reminders are sent for invoices that have not been marked as paid in Reckon One. If there is often a delay between your invoices being paid and you marking them as paid in Reckon One, try to account for this delay when setting your reminders to reduce the risk of reminders being sent for invoices that have already been paid.
  1. (Optional) Use the Add CC and Add BCC fields to add extra email address/es that you want to receive the reminder. This would typically be email addresses of staff within your company who need to see that a reminder has been sent.
  2. (Optional) Change the default Subject and Message content. To tailor the message to the recipient, you can use the provided <tags> in the Subject and/or Message sections. When the email is sent, these will be replaced by actual data that relates to the customer and invoice.
    1. To use a tag, simple place the cursor where you want to place the tag and click on the tag from the "Tags" section from the right.
  3. Select Create reminder. Reminders won't be sent yet - you need to turn the invoice reminders feature on.
Make sure you review your invoice reminders regularly and update them if necessary to reflect changes in your billing policies or in response to customer feedback.

An example of an individual invoice reminder email:


If a customer has 5 or more invoices due at the same time

If a customer has 5 or more unpaid invoices that meet the criteria for a single invoice reminder on a given day, a single reminder email will be sent with a link to a customer statement instead.

The statement may include additional transactions that can affect the balance due shown in the Statement, for example pending Credit notes that haven't been applied to unpaid invoices. This may cause the balance due on the reminder email to be different than the Statement's due.

You cannot change the text of the email that gets sent out. An example of a summarised invoice reminder email:


Turning on invoice reminders for your book

By default, the invoice reminder is turned off. Turning this feature on for your book means that your created reminders will be sent for all future invoices (created in the web or the Invoices mobile app) to all customers, unless you exclude specific invoices or customers.

You need to create at least one reminder before you can turn invoice reminders on for your book.

To turn invoice reminders on for your book:

  1. Select the cogwheel icon in the top right corner of the screen, (⚙️), then select Settings, then Invoice reminders in the Day to day section.
  2. Click on the Reminders toggle. It will turn green when on.


Excluding specific invoices from reminders

You must have created an invoice reminder and turned invoice reminders on for your book first.

To turn off reminders for specific invoices:

  1. Go to Day to day, then in the Money in section, select Invoices.
  2. Select the invoice/s and select Turn off from the Reminder option


Excluding specific customers from reminders

You must have created an invoice reminder and turned invoice reminders on for your book first.

To turn off reminders for specific customers so no reminders will be sent for their invoices:

  1. Go to Contacts centre, then Customers.
  2. Select the customer/s and select Turn off from the Reminder option.


Including existing invoices in reminders

You must have created an invoice reminder and turned invoice reminders on for your book first.

You can choose to send reminders for existing unpaid invoices that had already been created before invoice reminders was switched on for the book:

  1. Go to Day to day, then in the Money in section, select Invoices.
  2. Select the invoice/s and select Turn on from the Reminder option.


Viewing reminder status in the invoices list

You can choose to see the reminder status in the invoices list:

  1. Go to Day to day, then in the Money in section, select Invoices.
  2. Click in the spanner icon at the top right of the screen to show column options.
  3. Click Reminder Status to see this column. You can adjust the width of the columns by clicking and dragging the column lines.
  4. Click on the spanner icon again to close the column options.


Reminders status

  • UNSENT: Reminder has not been sent yet.
  • SENT: One or more reminders have been sent for this invoice.
  • OFF FOR CUSTOMER: Reminders are turned off for the customer.
  • OFF FOR INVOICE: Reminders are turned off for the invoice.


Viewing reminder status in the Customers list

You can choose to see the reminder status in the customers list:

  1. Go to Contacts centre, then select Customers.
  2. Click in the spanner icon at the top right of the screen to show column options.
  3. Click Reminder Status to see this column. You can adjust the width of the columns by clicking and dragging the column lines.
  4. Click on the spanner icon again to close the column options.


Reminders status
  • OFF: Reminders won't be sent for this customer.
  • ON: Reminders will be sent, unless turned off for a specific invoice.


Read more


Need more help?

Ask the Reckon Community at: https://community.reckon.com/categories/reckonone

Or log a Support Ticket: https://www.reckon.com/au/support/

How did we do?

Contacts centre

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