Invoice Reminders

Cadence can chase overdue invoices for you. Once a payee is marked for reminding, it emails them on a schedule you set, escalating the wording each time, and stops as soon as the balance is paid.

Important

Reminders read their invoice data from Xero, so they are only available once your organisation is connected to Xero under Settings → Accounting.

Deciding who gets chased

Open Invoice Reminders in the sidebar. It lists every payee with an overdue balance, and each row is set to one of three states:

Unassigned — you haven't decided yet. Nobody in this state is ever emailed.
Being reminded — included in the schedule.
Ignored — deliberately left alone, for the client you would rather ring, or a balance that is in dispute.

New payees arrive as Unassigned, so nothing goes out to anyone you haven't looked at. Use the Remind and Ignore radios on a row, or select several rows and set them together. The menu at the top of the page switches between the three lists so you can work through the unassigned ones and then check who is being chased.

Click a payee's outstanding amount to see the individual invoices making it up.

Setting the schedule

The settings live under Settings → Accounting, in the reminders section:

How often — weekly, fortnightly or monthly, on a chosen day and hour.
Grace period — how many days past due before the first reminder goes out.
Minimum balance — don't chase amounts below this.
Maximum reminders — stop after this many and leave the rest to you.
Minimum days between reminders — a hard floor, whatever the schedule says.
Include pay-now links — adds each invoice's Xero online payment link. This needs a payment service configured on your Xero branding theme.
CC the sending account — keeps a copy of every reminder in the sender's mailbox.

Reminders are sent from a nominated user's email account, so replies come back to a real person.

What the emails say

Each reminder is one email per payee listing all of their overdue invoices, not one email per invoice.

The wording escalates over three levels — a light first note, a firmer follow-up, then a final request. The invoice table and the amounts are fixed, but the opening and closing paragraphs of each level are yours to edit in the same settings section, so the tone matches how your firm writes.

Note

Sending stops on its own. When a payee's overdue balance clears in Xero they drop off the list, and nobody is chased more times than the maximum you set.

Keeping the list current

The overdue figures refresh from Xero automatically each morning, and again inside the send window before anything goes out — so a reminder is never sent off stale data, and an invoice paid overnight won't be chased.

You can also refresh the list by hand from the page itself.