Payment reminders

Flowtly Editorial Team2 min

Flowtly helps you follow up on overdue sales invoices by preparing draft payment reminders for your review. A finance user always approves before anything is sent to a client.

What it does

A daily background job scans for overdue unpaid sales invoices and stages draft reminders into a review queue. Nothing is sent automatically — a finance user must open the queue, review each draft (and optionally edit the message or add CC recipients), and then manually approve it to send. Dismissed or sent reminders, as well as any that failed to deliver, move to a History tab.

How to enable payment reminders

Payment reminders are off by default and must be enabled per organization:

  1. Open the user context menu (your avatar in the top-right corner).
  2. Go to Organization settings.
  3. Find the Payment reminders toggle and turn it on.

Once enabled, the daily job will begin staging draft reminders for any invoices that are already overdue, as well as new ones that become overdue in the future.

What triggers a draft reminder

A draft reminder is staged when a sales invoice's due date has passed and the invoice has not been fully paid. The background job detects these automatically — no manual action is needed to populate the queue after the feature is enabled.

Where to review and send reminders

Go to Finance → Payment reminders (/finance/payment-reminders) in the main menu. The queue shows all staged drafts waiting for your approval. Select a reminder to edit the message or CC, then approve it to send. Processed reminders appear in the History tab.

Note: The queue will be empty if no invoices are overdue, or if the payment reminders toggle has not been enabled yet.

Connection map

Refers toUses upPart ofDerived from
Documented hereDocumented elsewhere
invoice billed to counterparty. invoice taxed by tax-group. cost spends against budget. cost owed to counterparty. bank-transaction reconciled to invoice. contract schedules payment-schedule-line. contract attached to budget. budget covers project. invoice billed from project. project linked to budget. lead becomes counterparty. deal sold to counterparty.billed totaxed byspends againstowed toreconciled toschedulesattached tocoversbilled fromlinked tobecomessold toIInvoice — A sales document issued to a client: line items, dates, tax. It is created, reviewed, previewed and then sent.InvoiceCCounterparty — The other side of a financial document — a client billed, or a supplier owed.CounterpartyTTax group — The tax treatment applied to a line, so rates are set once rather than per document.Tax groupCCost — Money the organisation owes or has spent, tracked against a budget.CostBBudget — The financial envelope an engagement is measured against — what was planned, versus what has actually been spent.BudgetBBank transaction — A movement on a connected bank account. Matching it to an invoice or a cost is what makes the books agree with the bank.Bank transactionCContract — The financial terms of an engagement: a structured set of payment schedule lines, in one direction or the other.ContractPPayment schedule line — One dated amount on a contract, in a direction — money owed to a supplier, or due from a client.Payment schedule linePProject — The core organizational unit for a business initiative, client engagement or internal work. Everything tracked — time, cost, invoicing, profitability — hangs off one.ProjectPProspect — A company you are working but that is not a customer yet. It sits at New, Contacted or Qualified, and everything done to it is logged against it.ProspectDDeal — A sale in progress: a customer, an amount, and the stage it has reached. It cannot exist without a customer, and its stage is never blank.Deal