Cobot's Payment Reminders feature helps manage late invoices more effectively. This tool lets you notify members via email about late payments and customize reminder messages for better communication.

Cobot invoices have two primary payment statuses:

Plus, the additional status of:

Invoices are marked as "Paid" once they are settled. This happens one of two ways:

You can find more details on automatic member invoicing here.

An invoice is marked as "Open" if it has not yet been paid. This is usually when invoices are generated and sent earlier than their due date or when an invoice is paid manually, but payment has yet to be recorded.

As outlined above, automatically generated invoices are charged automatically if a member sets up an automated payment method in their profile.

In addition to the primary states of "Open" and "Paid," you can also choose when to mark an invoice as "Late" by adding this information in your invoice settings under Setup » Invoice Settings » "Mark invoice as late x days after charge date."

For example, if you enter the number "3" into the field, the invoice will be marked as late 3 days after its charge date.

Once and Invoice Status Changes from "Open" to "Late", the Invoice Reminder feature is activated. Payment reminders are NOT sent automatically when this happens.

There are three email reminder templates. So you can set different tones for each reminder, such as an escalation.

The status of your reminders is posted to each late invoice. To see this, go to Manage » Invoices » Click on the invoice.

Once there, click on 'Send Reminder'.

You can also use the hamburger menu on your invoice dashboard to send reminders:

By clicking on "send reminder", an e-mail form with a pre-filled text template pops up as well as info on how many days the invoice is late. Keep reading to learn how to customize the template.

All reminders sent will be reflected on your Dashboards activity feed.

There are three reminder email templates. Customize the text of each of them under Customize » Emails.

The default reminder messages will be pre-populated with the text in the templates, but can be modified as needed before sending the message. This flexibility allows you to adapt the tone and content of the reminder based on the recipient.

Once customized and sent, the member will receive the invoice reminder via email and their member dashboard, prompting them to settle the outstanding payment.

When you activate the payment reminders, we start a counter below the invoice status showing how many days ago the reminder was sent.

Cobot knows how many reminders have been sent for each invoice and calls up the correct template (1st, 2nd or 3rd) each time.

Your first reminder email can be found under Customize » Emails and is called 'Payment reminder'.

Your first reminder email can be found under Customize » Emails and is called 'Second Payment reminder'.

Your first reminder email can be found under Customize » Emails and is called 'Third Payment reminder'.

Track and manage your Payment Reminders in your Admin Dashboard under Manage » Invoices.

For each late invoice, you will see:

This visibility ensures you can keep track of late payments and take action when needed.

If you have any questions or need further assistance, please reach out to our support team.