You may find it helpful to members to send their invoice or a reminder that their invoice is coming due before their next billing date. This guide will show you how to do this.

  1. Sending invoice's in advance of the member's renewal date.

  2. Sending reminder emails that an invoice is due


Sending invoice's in advance:

You can send your member invoices a fixed number of days before they are due under Setup » Invoice Settings » Generate and send invoices.

If you charge your members on the 1st of the month but want to send them their invoices to review five days in advance, enter the number 5 in the 'Generate and send invoices' field. Members will then receive their invoices but not be charged until the 1st.

Any charges accrued between the invoicing date and the billing date will still be added and charged on the 1st.

IMPORTANT NOTES:

  • Invoices are not sent before the membership start date. As the membership is not yet active, no early invoices are sent.

    • You will need to push the member's renewal date to the next month and create a free-form invoice if you wish to charge a member prior to their start date.

  • New members will only receive their invoice once their membership is confirmed, but only if they sign up before the x number of days.

    • For example, if a membership starts on June 1st and the invoice is sent five days before the 1st of the month, the new member will not receive the early invoice. They will only receive the following month's invoice.

  • Activating this will send an invoice email to ALL members in your space. It is not possible to only send to specific people or members of a particular plan.

  • If you cancel a membership for a date after the invoice is already generated and posted to the member's account, cobot recognizes this as an outstanding charge and process's payment on the invoice after the membership ends.

    • To avoid charging the member on this advanced invoice, you can do one of two things:

      1. Cancel the membership before the invoice issue date.

      2. OR, write off the invoice once you have canceled the membership. This way, cobot will not try charging the invoice after the membership ends.


Sending reminder emails:

To send your member's a reminder email a fixed number of days before their next invoicing date, install the free Reminders add-on under Add-ons » Reminders.

Fill out all the fields on the form, such as which email address you would like it sent from, the subject, and a bcc address if applicable. This email address will be where all future reminder emails are sent.

The body of the text is already pre-populated for you. You can use Liquid markup to edit this section or delete everything and add your text.

  • Keep in mind that the data within the {{ }} brackets are pulled automatically from the member's unique plan details.

You can set one or multiple types of reminders. You will have a list of all active reminders on the add-on dashboard that you can edit or remove at any time.

IMPORTANT NOTES:

  • You only need to set it once, and it will run automatically, forever until you deactivate it.

  • New members will also receive the reminder email once their membership is confirmed, but only if they sign up prior to the x number of days.

    • For example, suppose a membership starts on June 1st, and the reminder is set to be sent five days prior to the 1st of the month. In that case, the new member will not receive the reminder email. They will only receive the following month's reminder.

  • Activating this will send an invoice email to ALL members in your space. It is not possible to only send to specific people or members of a particular plan.

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