Automatic invoices and payment reminders

Both start switched off

A new workspace creates no invoice by itself and sends no reminder. That is deliberate: nothing goes to a client until you have decided it should. It also means that if you never open these settings, every invoice and every reminder depends on someone remembering. Both live in Settings > Finance > Invoice automation.

Pick one moment for automatic invoices

The Invoice Automation card offers three moments: Generate invoice when booking is confirmed, Generate invoice before pickup date with a number of days, and Generate invoice when booking is completed. Choose the one that matches when you want to be paid. Prepaid work suits confirmation or a few days before pickup; work that changes on the day, such as waiting time or extra stops, suits completion, so the invoice includes the final price.

Then decide Auto-generated invoice status. Draft (review before sending) creates the invoice and waits for you. Sent (automatically email to client) issues and emails it. Start with drafts for a few weeks, check what they look like, and switch to sent once you trust them.

Two things are skipped on purpose: clients on consolidated monthly billing, who get their statement instead, and invoices that cannot be issued because your company address or VAT number is missing, which stay drafts and raise a notification for your team.

Turn on reminders deliberately

The Invoice Payment Reminders card has Enable automatic payment reminders and a Reminder Schedule: one reminder before the due date and three after it. When you save with reminders on, a window titled Start emailing clients about unpaid invoices? asks you to confirm with Turn on and save. Read it: invoices that are already overdue are included in the first run, so look through your open invoices before you turn reminders on.

Each reminder goes once per invoice, and pending reminders stop when the invoice is paid.

Which invoices get chased

Reminders only go to invoices that were actually delivered to the client and are still unpaid. A draft is never chased, and neither is an invoice that was issued but never emailed. The due date comes from the invoice's own terms, which follow the client's agreement where there is one and your company terms otherwise; an extended due date moves the reminders with it. An invoice whose balance is collected on the service day waits until the job is complete.