Automatic payment reminders, sent from your own inbox

What automatic payment reminders send, and when

Reminders are off until you turn them on, and they need a connected mailbox, Gmail or another, because they go out as you. A couple who replies with a question reaches you, not a no-reply address.

Hailo starts reminding once a payment is within the number of days you chose, which is 14 unless you picked another number in first-time setup. If the date passes, the wording switches to past due. Reminders are spaced out, they never double-send, and they stop as soon as the invoice is paid. Only invoices that have been sent, carry a balance and have a due date get one.

Prefer to send them yourself? Choose Remind me in setup instead of Automatic, and Hailo tells you when a payment is coming due so you can decide what to write.

A friendly payment reminder email template

Whether Hailo sends it or you do, a good payment reminder email to a client is short and gives the couple everything they need to act in one tap: who they owe, how much, by when, and where to pay. Here is sample wording for a reminder before the due date:

• Subject: Payment reminder, invoice [number]
• Hi [first names], a friendly reminder that your next payment of [amount] for your wedding film is due on [date]. You can view the invoice and pay here: [link]. If you have already sent it, thank you, and there is nothing else to do. I can't wait to see you both on [wedding date].

Turning it into an overdue invoice email

For a balance that has passed its date, change one line: say the payment is now past due, keep the same calm tone, and keep the link. Skip guilt and long explanations. A short invoice reminder email that assumes good faith is easy to answer, and easy to pay from.

Hailo's own reminder reads much like the sample above, with the subject starting Payment reminder and naming the invoice number. In setup you can pick one of your own email templates instead, and Hailo fills in the invoice number, the amount and the pay link for each couple.

The rules that keep reminders polite

• It never charges a card. A reminder only emails the pay link. Nothing is paid until the couple pays it themselves.
• One email per couple per day. A couple with several payments due at once hears about the soonest one only.
• Imported couples wait. Clients moved over from another CRM have automation paused until you resume them, so nobody is emailed by surprise.
• No email, no reminder. A couple without an email address on file is skipped.
• You always know. The bell shows Reminder sent with the couple's name and the invoice number each time.

Payment plans remind on their own

Invoices raised from a booking's payment plan remind the couple when they come due even with the switch off, because building the plan is the opt-in. The same rules apply: pay link only, spaced out, one per couple per day.

Turning automatic invoice reminders off stops them on invoices you built by hand. To stop reminders on an installment invoice, mark it paid or void it.