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Easily manage invoice payments with idloom’s Payment Reminders. Optimize cash flow and reduce late payments effortlessly!
User guides

Automate payment reminders & track invoices for better cash flow Easily manage invoice payments with idloom’s payment reminders. Optimize cash flow and reduce late payments.

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Why automating payment reminders is essential for your business

Managing invoices manually can be time-consuming and prone to errors, leading to late payments and cash flow disruptions. Automating payment reminders streamlines this process, ensuring timely follow-ups and reducing the risk of overdue accounts. With idloom’s intuitive tools, businesses can customize reminder schedules, enhance financial tracking, and maintain healthy cash flow effortlessly.

Automating Payment Reminders & Tracking with idloom event management software

Each reminder is sent via email to the recipient linked to the invoice and includes a direct link for online payment (if enabled), an online preview of the invoice, and customizable content tailored to your needs.

With a new Payment Reminders section in the invoicing module, you can now set up and automate your reminders effortlessly.

How to set up payment reminders in idloom

To set up Payment Reminders, navigate to Settings > Reminders in the invoicing module. The first step is selecting the default language for your reminders. This will be the main language, but additional languages can be added for individual reminders.

Creating a new payment reminder

Each reminder consists of:

  • From Custom Domain: Choose the sender domain for the email.

  • BCC: Add email addresses for blind copies.

  • Reminder Name: Assign a recognizable name (e.g., "Reminder - Overdue 3 Days Before").

  • Reminder Type: Choose between manual, before due date, or after due date. Manual reminders allow personalized follow-ups, while automatic reminders ensure timely notifications without manual intervention.

  • Reminder Timing: Define the number of days/weeks/months before or after the due date. 

  • Subject & Email Content: Customize the subject line and message using a WYSIWYG editor with default text, merge fields (invoice number, due date), and a payment method button (if online payment is enabled).

 

You can send a test email to verify the content and setup. The test email will be sent to the email address of the user performing the action.

 

If multiple online payment methods are configured in the Events Module, a checkbox appears within each payment method. This allows defining a default online payment method for the direct link in the reminder, ensuring recipients are directed to the preferred option.


If additional languages are configured, reminders will be sent in the language of the registrant based on their selected language on the event website. If no match is found, the reminder will be sent in the default language set for the reminder, ensuring clear communication.

Manual payment reminder options 

If configured, the 'Send Manual Reminder' option appears at:

  • Document level within the customer profile

  • Invoice level in the list of invoices

  • More Actions (Green Wheel) within the invoice preview

This allows for flexible manual reminders whenever needed.

 

Manual Payment Reminders & Tracking of Invoices

Managing payment reminder structure & financial journals

Reminders are managed in Settings > Reminders, with all financial journals automatically inheriting these reminders to ensure consistent invoice tracking. For businesses handling multiple profiles or sub-accounts (like corporate clients), payment reminders are customized per profile to align with specific financial journals. This structure helps streamline invoice management and ensures accurate financial reporting across accounts.

User permissions & roles for managing payment reminders

The journals permissions have been renamed to journals & reminders, with permissions applied to both. Users can create, update, read, and delete reminders and journals, ensuring full control over financial operations.

 

By leveraging the payment reminders feature, you can automate follow-ups, minimize late payments, and optimize cash flow. This tool ensures a seamless financial process, empowering you to focus on what truly matters for your business.

 

Enjoy,

The idloom support team.