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Automatic payment reminders

Turn on reminders, know exactly what is emailed and when, and why an instalment plan reminds couples even with the toggle off.

Updated September 2, 2026

Hailo can email a couple when an invoice is coming due or has gone past due, from your own mailbox, so their reply lands with you. It sends the pay link only. It never charges a card.

Turn it on

  1. Open Settings > Client payment methods.
  2. Under Reminders, switch on Automatic payment reminders: "Email clients when an invoice is due soon or overdue, from your connected inbox. Never double-sends."

You need a connected mailbox (Gmail or a custom mailbox) for the email to go out. During onboarding you can also choose how many days before the due date the reminder goes, and pick a reminder email template; those choices carry over here.

What is sent, and when

Hailo sweeps once a day.

Rule Detail
Which invoices Sent, partial or overdue invoices with a due date and a balance, due within your reminder window (14 days ahead unless you set another during onboarding).
Wording The subject starts "Payment reminder" and names the invoice number. The body: "A friendly reminder that your balance of $X for invoice INV-… is coming up" (or "is now past due"), with the pay link. If you picked a reminder template, that template is rendered instead, with the invoice number, amount and link filled in.
Never double-sends An invoice is not reminded again for 3 days after a reminder, so running the sweep twice never emails twice.
One per couple per day If a couple has several instalments due at once, only the soonest one is reminded that day.
Paused clients Couples imported from another CRM have automation paused until you resume them, and are never reminded until you do. Couples with no email are skipped.

You are told each time: the bell shows "Reminder sent" with the couple's name and invoice number (the Payment reminder sent event under Settings > Notifications).

Instalment plans remind by themselves

Note

Invoices raised from a booking's payment plan are reminded when due even if the toggle above is off. Setting up a plan is itself the opt-in. The same rules apply: pay link only, 3-day cooldown, one per couple per day.

Turning it off

Switch Automatic payment reminders off. Hand-built invoices stop being reminded. Instalment invoices from bookings keep reminding, as above; to stop those, mark the invoice paid or void it.

If it didn't work

Symptom What to do
No reminder went out Check the invoice has a due date and a balance, that it is inside the window, that the couple has an email, that automation is not paused on the client, and that a mailbox is connected under Settings > Integrations.
The couple got the reminder twice They should not within 3 days. If two different invoices were due, each is reminded on its own day.
  • Client payment methodsChoose how couples can pay you (Stripe, Square, Venmo, Cash App, Zelle, check or wire), turn on automatic reminders and decide who pays the card fee.
  • Retainers and payment plansSet the deposit and split the balance on a booking, save the split as a preset, add instalments to an invoice, and know how instalment reminders behave.
  • The Invoices listFind every invoice by status, read balances and due dates at a glance, and understand how overdue is decided.
  • Unpaid invoices by when they landSee everything couples still owe, grouped by whether it is late, due soon, due later this year, or not until next year.
  • Email templatesBrowse the starter library, make your own copies, and use the builder to write a template with a lifecycle phase, mood, recipient, merge tags and a live preview.
  • Connect GmailSend proposals, invoices, questionnaire links and auto-replies from your own Gmail address, test the connection, and fix a connection that stopped sending.
  • NotificationsChoose which events ping the bell, which also email you, and whether emails arrive per event or as a daily or weekly digest.
  • The Clients listTrack every booked couple through editing and delivery, see what each one earned per hour, and spin the globe of where you have filmed.
Still stuck? Send a note from the contact page and a real person at Hailo answers. Include the studio name you signed up with and, if it is about a specific screen, what you clicked.
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