Automated Payment Reminders

Overview

Payment reminders automatically notify customers about upcoming due dates and overdue invoices. Configure when reminders are sent, and BlueClerk handles the rest - sending professional emails that help you get paid faster without manual follow-up.

Setting Up Payment Reminders

Accessing Reminder Settings

1. Go to Settings > Payments
2. Scroll to "Payment Reminders" section
3. Toggle "Enable Reminders" to ON

Configuring Reminder Schedule

Before Due Date

• Choose how many days before the due date to send a reminder (3, 5, or 7 days)
• Example: Set to 3 days, and invoices due Friday will get a reminder on Tuesday

On Due Date

• Toggle ON to send a reminder on the actual due date
• Helps customers remember before late fees apply

After Due Date (Overdue)

• Select which days after the due date to send reminders
• Options: 3, 7, 14, 21, or 30 days overdue
• You can select multiple days (e.g., 3, 7, and 14)
• Reminders repeat at each interval until paid

Saving Your Settings

1. Configure your reminder schedule using the options above
2. Click "Save Settings"
3. Reminders are now active for all unpaid invoices

How Reminders Work

Automatic Sending

• Runs daily at 9:00 AM UTC (4:00 AM Eastern, 3:00 AM Central)
• Checks all unpaid invoices across your company
• Sends reminders based on your configured schedule
• Only sends once per day - won't spam customers

Who Gets Reminders

Reminders are sent to invoices with these statuses:

• Sent - Invoice has been sent to customer
• Viewed - Customer has opened the invoice
• Partially Paid - Some payment received, balance remains

Reminders are not sent for:

• Draft - Not sent to customer yet
• Paid - Fully paid invoices
• Void - Cancelled invoices

What Customers Receive

Email reminders include:

• Invoice number and due date
• Amount owed
• Link to view invoice online
• Pay Now button (if Stripe connected)
• Your company name and logo
• Professional, friendly tone

Tips

• Start conservative - Begin with just "On Due Date" and 7 days overdue, then add more intervals if needed
• Before reminders help most - Catching customers before the due date prevents late payments
• Multiple overdue reminders work - 3, 7, and 14 days overdue is a common pattern that balances persistence with professionalism
• Monitor your results - Check if reminders improve your payment times and adjust accordingly

Questions

Q: Can I customize the reminder email text? A: Not currently - reminders use a professional template with your company branding. Custom templates may be added in the future.

Q: Will reminders stop when an invoice is paid? A: Yes - as soon as an invoice is marked Paid, no further reminders will be sent.

Q: What if I don't want reminders for a specific invoice? A: Keep the invoice in Draft status until you're ready, or void it if you don't want payment. Only Sent, Viewed, and Partially Paid invoices get reminders.

Q: Can customers unsubscribe from reminders? A: No - payment reminders are transactional emails related to money owed, not marketing emails. They're necessary for business operations.

Q: What time zone are reminders sent in? A: Reminders run at 9:00 AM UTC daily, which is 4:00 AM Eastern or 3:00 AM Central. This ensures customers receive reminders early in their business day.

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2. Advanced Invoice Filters (UPDATE)

ACTION: UPDATE FILENAME: jobs/data-tables.md CONTENT:

title: "Working with Data Tables" category: "Jobs" description: "Use table views to browse, search, filter, and manage lists of tickets, jobs, invoices, and customers"

Overview

BlueClerk uses data tables throughout the app to display lists of tickets, jobs, invoices, customers, and more. These tables let you quickly browse records, search for specific items, sort by different columns, filter by status or other criteria, and select multiple items at once for bulk actions.

Table Features

Searching

Most tables include a search box at the top:

1. Type your search term in the search field
2. Results filter automatically as you type
3. Search covers multiple fields - names, addresses, job numbers, emails, etc.
4. Clear the search to see all records again

Sorting

Click any column header to sort by that field:

• First click: Sort ascending (A-Z, 0-9, oldest-newest)
• Second click: Sort descending (Z-A, 9-0, newest-oldest)
• Third click: Remove sorting, return to default

Filtering

Basic Filters

Most tables have quick filter dropdowns:

• Status filters - Filter by Open, Scheduled, Completed, etc.
• Date filters - This week, this month, custom range
• Assignment filters - Filter by who's assigned

Advanced Filters (Invoices)

The invoice table includes powerful advanced filters:

1. Click the filter icon (sliders) in the toolbar
2. Set your filter criteria:

Date Range

• Date From / Date To - Filter by invoice date range
• Leave either blank for open-ended ranges

Customer

• Select a customer to see only their invoices
• Useful for reviewing all work for one client

Customer PO#

• Filter by purchase order number
• Find invoices for specific projects or contracts

Status

• Filter by Draft, Sent, Viewed, Partially Paid, Paid, Void

Amount Range

• Min Amount / Max Amount - Find invoices within a dollar range
• Example: Find all invoices over $5,000

Payment State

• Overdue toggle - Show only overdue unpaid invoices
• Combines with status filters for precise results

1. Active filter count shows in the filter button badge
2. Click "Clear Filters" to reset all criteria

Pagination

Navigate large lists with pagination controls:

• Page size selector - Show 10, 25, 50, or 100 records per page
• Page numbers - Jump to specific pages
• Previous/Next - Move through pages sequentially

Selecting Rows

Check boxes let you select multiple records:

• Check individual rows to select specific items
• Check the header box to select all visible rows
• Selection count appears when rows are selected
• Bulk actions become available (see below)

Bulk Actions

When you select multiple rows, bulk action buttons appear:

Invoices

• Send Selected - Email multiple invoices at once
• Mark as Paid - Batch update payment status
• Delete Drafts - Remove multiple draft invoices

Tickets

• Bulk Assign - Assign multiple tickets to a team member
• Bulk Status Change - Move multiple tickets to same status
• Bulk Delete - Remove multiple tickets at once

Jobs

• Bulk Reschedule - Change dates for multiple jobs
• **