# Send payment reminders

Send an overdue invoice reminder manually or review the automatic schedule and delivery requirements.

Canonical: https://demo.qixcount.com/help/invoicing/payment-reminders

Who can do this: Owners, or people with *View invoices* and *Send invoices*

Where: Sales, then Invoices

You'll need: An overdue invoice with a balance and the customer’s email address

## Send one reminder

Owners can send reminders. Staff need *View invoices* to open an invoice and *Send invoices* to send its reminder.

1. Open **Invoices**.
2. Select the overdue invoice.
3. Select **Send Reminder**.
4. Check the recipient and balance in **Send Payment Reminder**.
5. Enter a **Personal Message** if needed, up to 2,000 characters.
6. Select **Send Reminder** in the dialog.

![Send Payment Reminder dialog with recipient, balance and personal message](https://demo.qixcount.com/images/help/invoices-payment-reminder.webp)

A personal message replaces the saved reminder message for that email. You can send a manual reminder even when automatic reminders are off. Manual reminders do not enforce the automatic waiting period, so check the last-reminder date before sending again.

## Understand automatic reminder settings

When **Send reminders automatically** is on, the daily reminder run checks eligible unpaid invoices against the saved overdue-day schedule and waiting period. It does not send a catch-up reminder for a selected day that has already passed.

Owners or staff with *Manage business settings, roles & permissions* can review the saved settings under **Settings**, **Customer emails**, then **Payment reminder**:

| Setting | Saved choices or limits |
| --- | --- |
| **Days after the due date** | 7, 14, 21, 30, 45, 60 or 90 days. |
| **Wait between reminders** | 1 to 90 days. |
| **Subject** | Up to 255 characters. |
| **Message** | Up to 2,000 characters. |

![Payment reminder settings with overdue-day choices and waiting period](https://demo.qixcount.com/images/help/payments-reminder-settings.webp)

The default saved schedule is 7, 14 and 30 days after the due date, with a 7-day waiting period. Saving these choices does not send immediately or confirm delivery. Eligible invoices need a past due date, a balance, a customer email address, and sent, viewed, partial or overdue status. See [Set automatic payment reminders](https://demo.qixcount.com/help/setup/payment-reminders) for the schedule rules.

## What happens next

The reminder includes the invoice number, dates, balance and **View Invoice**. It can include **Pay Now** when online payment is available. Sending a reminder does not change the invoice balance or record a payment. The confirmation means the email is waiting for delivery. Reminder history and the automatic waiting period update after a successful send; a failed delivery does not mark the reminder sent or start that waiting period.

## Troubleshooting

If no reminder action is available, check that the invoice is overdue with an outstanding balance. Add the customer's email address before sending. If a customer reports missing mail despite a success message, contact support to check delivery.

When the customer pays, [record the payment](https://demo.qixcount.com/help/invoicing/record-a-payment).

See [the payment reminder](https://demo.qixcount.com/help/what-your-customer-sees/the-payment-reminder) from your customer's side.

## Good to know

Send a reminder when an invoice is past its due date and still has a balance. The customer must have an email address.