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Invoice and Service reminder

User Roles:

Super Admin, Admin

Email Template Categories

We are introducing two categories of email templates:
1. Invoice Reminders
2. Subscription Reminders

Invoice Reminders

Under Invoice Reminders, the following default templates will be available: All the invoice reminders will be applicable to “open” invoices only.
1. Recurring Invoice Reminder
Subject: Upcoming Payment Reminder for Invoice [Invoice_ID] (invoice.id)
Body:
Dear [Client_Name], (member.name)
This is a friendly reminder that your recurring payment for invoice [Invoice_ID] is due soon.
Invoice Total: [Amount] (invoice.amountTotal)
Due Date: [Due_Date] (invoice.dueDate)
Please ensure that your payment is made before the due date to avoid any interruptions to your services.
If you have any questions, feel free to contact us.
Best regards, [Company_Name] (company.name)

2. Upcoming Invoice Payment Reminder

Subject: Invoice Payment Due in [X] Days
Body:
Dear [Client_Name],
Your invoice [Invoice_ID] is due in [X] (days) days. We wanted to remind you of the upcoming payment to help you stay on track.
Invoice Total: [Amount]
Due Date: [Due_Date]
Please ensure the payment is made on or before the due date.
If you need assistance, feel free to reach out to us.
Thank you for your attention, [Company_Name]
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3. Payment Due Soon Reminder

Subject: Payment Due Soon for Invoice [Invoice_ID]
Body:
Dear [Client_Name],
This is a quick reminder that your payment for invoice [Invoice_ID] is due soon.
Invoice Total: [Amount]
Due Date: [Due_Date]
Please make your payment at your earliest convenience to avoid any delays in service.
If you have any questions, we’re here to help!
Best regards, [Company_Name]
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4. Payment Due Today Reminder

Subject: Payment Due Today for Invoice [Invoice_ID]
Body:
Dear [Client_Name],
Your payment for invoice [Invoice_ID] is due today. Please ensure that your payment is made before the end of the day to avoid any penalties or service disruptions.
Invoice Total: [Amount]
Due Date: [Due_Date]
Thank you for your prompt attention to this matter.
Kind regards, [Company_Name]
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5. Overdue Invoice Reminder

Subject: Overdue Payment for Invoice [Invoice_ID]
Body:
Dear [Client_Name],
We wanted to inform you that the payment for invoice [Invoice_ID] is now overdue.
Invoice Total: [Amount]
Due Date: [Due_Date]
Please make your payment as soon as possible to avoid any further action.
If you've already made the payment, please disregard this notice.
Sincerely, [Company_Name]
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6. Final Invoice Payment Reminder

Subject: Final Notice for Overdue Payment – Invoice [Invoice_ID]
Body:
Dear [Client_Name],
This is a final reminder that your payment for invoice [Invoice_ID] is overdue.
Invoice Total: [Amount]
Due Date: [Due_Date]
Failure to make the payment may result in further actions, including late fees or service suspension. Please make the payment at your earliest convenience.
If you have any questions or concerns, feel free to contact us.
Thank you for your urgent attention to this matter, [Company_Name]
⁠

7. Partial Payment Reminder

Subject: Remaining Balance for Invoice [Invoice_ID]
Body:
Dear [Client_Name],
We have received a partial payment for invoice [Invoice_ID], but a balance of [Amount_Remaining] still remains.
Total Invoice Amount: [Total_Amount]
Remaining Balance: [Amount_Remaining]
Due Date for Remaining Balance: [Due_Date]
Please ensure that the remaining balance is paid by the due date.
If you have any questions, feel free to reach out to us.
Best regards, [Company_Name]

Subscription Reminders

Under Subscription Reminders, the following default templates will be available:
1. Upcoming Subscription Renewal Reminder
Subject: Upcoming Subscription Renewal for [Subscription_Name] (this doesn’t exist. talk to pm. i was instructed to use service.name)
Body:
Dear [Client_Name],
We wanted to remind you that your subscription for [Subscription_Name] is set to renew on [Renewal_Date]. (subscription.nextPayment)
Next Payment Amount: [Amount] (amountToRepeat) (invoice.currency)
Renewal Date: [Renewal_Date]
Please ensure that your payment details are up to date to avoid any interruption in your service.
If you have any questions, feel free to reach out to us.
Best regards, [Company_Name]
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2. Subscription Renewal Due Today

Subject: Subscription Renewal Due Today for [Subscription_Name]
Body:
Dear [Client_Name],
This is a reminder that your subscription for [Subscription_Name] is due to renew today.
Payment Amount: [Amount]
Renewal Date: [Renewal_Date]
Please make sure your payment is processed today to continue enjoying uninterrupted service.
Thank you for your prompt attention.
Sincerely, [Company_Name]
⁠

3. Missed Subscription Payment Reminder

Subject: Missed Payment for Subscription [Subscription_Name]
Body:
Dear [Client_Name],
We noticed that your payment for the subscription [Subscription_Name] has been missed.
Amount Due: [Amount]
Missed Payment Date: [Missed_Payment_Date]
Please make your payment as soon as possible to continue your subscription without any interruptions.
If you have any questions or need assistance, we’re here to help.
Thank you for your attention, [Company_Name]
⁠

4. Subscription Renewal Failed Reminder

Subject: Subscription Renewal Payment Failed for [Subscription_Name]
Body:
Dear [Client_Name],
Unfortunately, we were unable to process the payment for your subscription renewal of [Service_name].
Amount Due: [Amount]
Failed Payment Date: [Failed_Payment_Date] (subscription.nextPayment)
Please update your payment details and try again to ensure continued access to your subscription.
If you have any issues or need help updating your payment method, please don’t hesitate to contact us.
Best regards, [Company_Name]
⁠

5. Final Subscription Reminder

Subject: Final Notice – Missed Payment for Subscription [Subscription_Name]
Body:
Dear [Client_Name],
This is a final notice regarding your missed payment for the subscription [Subscription_Name].
Amount Due: [Amount]
Missed Payment Date: [Missed_Payment_Date] (subscription.nextPayment)
Please make the payment as soon as possible to avoid further action, including possible service suspension.
If you need assistance or have any questions, we’re here to support you.
Thank you for your urgent attention to this matter, [Company_Name]

Template Editing

Super Admin and Admin can edit both Invoice and Subscription reminder templates.
These templates will be default templates for the invoice and subscription reminders.

Invoice Reminder Logic

5.1 Reminder Options in Invoice Settings
Invoice settings will allow the user to set reminder templates as either:
1. Recurring Reminders
2. Sequence Reminders
Logic for Sequence Reminders:
Users can:
Select a template.
Specify the number of interval days.
Select whether the reminder will trigger before or after the due date.
Users can add multiple templates and reminders in sequence.
Note: Sequence reminders will only work if the invoice has a due date and invoice status is open.
​Logic for Recurring Reminders:
Users can:
Select a template.
Specify the number of interval days for the reminders.
total number of occurrence (at least 1)
Only one template can be selected for recurring reminders.

5.4 Manual Invoices:
For manual invoices, users will be able to manually select the reminder template at the time of invoice creation.

Subscription Reminder Logic

6.1 Reminder Placement:
Subscription reminders will be placed in the Reminders Tab, alongside the Invoice Reminders Tab.
6.2 Default Subscription Reminders:
Default subscription reminders can be set on the Subscription Page.
A Settings option within the subscription page will allow Super Admin and Admin to add and manage subscription reminder templates.
6.3 Template Logic for Subscription Reminders:
Recurring Reminders: select the template > days > before next payment date/ after payment date> total number of occurrence (default 1)
Sequence Reminders: select template> days > before next payment date/ after payment date (allows adding multiple templates)

Default templates

Invoice: sequence reminder>
> 3 days before due date (Upcoming Invoice Payment Reminder)
> 1 day after due date(Overdue Invoice Reminder)
> 3 day after due date(Overdue Invoice Reminder
>7 day after due date(Overdue Invoice Reminder)

Subscription: sequence reminder
> 7 days before (Upcoming Subscription Renewal Reminder)
> 3 days before (Upcoming Subscription Renewal Reminder)
> 1 days before (Subscription Renewal Due Today)

QnA:

should we inherit parent template for recurring invoice?
yes
Either keep one reminder settings for subscriptions or provide the full flow and logic for reminders. This is a blocker.
@Ali Shaown
⁠
Our logic for keeping subscription reminder in
Global subscription settings
Allowing agencies to set a default template sequence for subscriptions.
Reminder in Service creation/update
Allowing agencies to modify templates for specific subscription service
service reminders will override global subscription settings
Individual subscription reminder
Allowing agencies to modify reminders for one specific subscription for a specific client/service
Individual reminder we override both general and service reminders
Q: provide logic for edit service reminder. i.e: effects of editing service reminder
@Ali Shaown
⁠
for edit services while changing reminders
give a checkbox “apply to current subscription”
if checked it will apply to all the current subscriptions
if not checked it will apply to all the new subscriptions
Q: Currently there is a missed payment reminder email in subscription, this gets sent as soon as a failed payment has occurred. Since there are missed payment emails in this requirement, what will happen the existing action?
@Ali Shaown
⁠
This will occur for automatic payment requests. There will be no changes here as the current email is failed transaction. User can add the failed reminder template if he wants after the payment date.
Q:
image.png
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⁠
Subscription don’t have names. Revise it.
updated
Service can be deleted. so we can’t provided service name - Atik
If we have a ongoing order/subscription service can’t be deleted
Q: As we can set do not send reminder in reminder settings so we don’t need to show cross button, isn’t it?

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https://api-stage.agencyhandy.com/api/v1/reminders/send-invoice-reminders
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https://api-stage.agencyhandy.com/api/v1/reminders/send-subscription-reminders
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