The Payment Reminders feature in Cobot is a useful tool for managing overdue invoices. This feature lets you notify members via email about late payments, customize reminder messages, and stay on top of outstanding invoices.
Viewing and Managing Reminders
To manage and track reminders, navigate to Manage » Invoices on your Admin Dashboard. Along with your Invoice data, you'll also see:
The Payment Status of the invoice
Whether a reminder has been sent
The date of the last reminder
An option to resend the reminder if needed
This feature gives you clear visibility of overdue invoices and simplifies follow-up actions for better financial management.
To better understand the reminder feature, you need to know about the status of each invoice and what it means.
Payment Statuses
Cobot invoices have three payment statuses:
When and how is an invoice marked as "Paid"?
An invoice is marked "Paid" once the payment is settled. This can happen in two ways:
Automated Payment Methods: If a member has an automated payment method on file, their account is charged, and the invoice is marked as "Paid."
Click here to read more on what happens when an automated payment fails.
Manual Payment Methods: If a member uses a manual payment method, you will need to mark the invoice as "Paid" manually.
When and how is an invoice marked as "Late"?
By default, invoices are marked as "Late" three days after the charge date. This is because Cobot attempts to charge the invoice up to three times across three consecutive days. If the payment fails on the third and final attempt, the invoice is marked late.
If you want invoices marked late at a different interval, you can adjust this setting under Setup » Invoice Settings » "Mark invoice as late x days after charge date".
PRO-TIP
Setting a high number (e.g., 60) will effectively prevent invoices from ever being marked as "Late" if you prefer not to use this feature. If you notice the default setting isn't applied, please contact our support team.
Sending Payment Reminders
The Payment Reminders feature becomes active once an invoice status changes from "Open" to "Late."
Reminders are not sent automatically but must be triggered manually.
To send a reminder:
Navigate to Manage » Invoices and select the invoice.
Click Send Reminder.
You can also use the hamburger menu on your invoice dashboard to send reminders:
Customizing Reminder Email Templates
By clicking on "send reminder", your pre-populated email pops up. Cobot offers three reminder email templates, which you can customize for tone and content under Customize » Emails.
Each reminder (First, Second, Third) has its template:
First Reminder: "Payment Reminder"
Second Reminder: "Second Payment Reminder"
Third Reminder: "Third Payment Reminder"
Cobot knows how many reminders have been sent for each invoice and calls up the correct template (1st, 2nd or 3rd) each time you click on "send reminder."
You can make additional adjustments before sending, allowing you to adapt messaging to each member or add custom information as needed.
Reminder Counter
Only invoices marked as "Late" can have reminders sent, and the counter is based solely on the date of the last reminder.
Every time a reminder is sent, Cobot resets the reminder counter for that invoice to zero.
If a week passes without further action, the counter turns red, indicating that additional follow-up may be required, such as sending your second reminder email.
All reminders sent are also reflected on your Dashboards activity feed.
If you have any questions or need further assistance, please reach out to our support team.
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