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JustPaid Reminder Workflows Documentation

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Overview

JustPaid’s Automatic Reminders feature enables businesses to manage and track payment reminders efficiently, ensuring timely collections from customers. The system allows for customizable reminder workflows with advanced filtering, automated scheduling, and comprehensive activity tracking.

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Table of Contents

1. Reminder Workflows Overview
2. Creating a Reminder Workflow
3. Email Configuration
4. Filter Conditions
5. Reminder Schedules
6. Workflow Priority System
7. Upcoming Reminders
8. Activities & Tracking

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Reminder Workflows Overview

The Reminder Workflows page serves as the central hub for managing all automated payment reminder processes. Here you can:

• Create and manage multiple reminder workflows
• Set up custom filters to target specific invoice types
• Configure email settings for professional communication
• Monitor workflow performance and effectiveness

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Key Features

• Custom Workflows: Create unlimited reminder workflows tailored to different customer segments
• Smart Filtering: Target specific invoices based on multiple criteria
• Priority-Based Execution: Control which workflows take precedence
• Real-time Monitoring: Track upcoming reminders and email activities

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Creating a Reminder Workflow

To create a new reminder workflow, follow these steps:

1. Navigate to Reminders > Workflows from the sidebar
2. Click the “Add Workflow” button in the top right corner
3. You’ll be directed to the workflow creation page

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Workflow Configuration Steps

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Step 1: Basic Information

Workflow Name (Required)

• Enter a descriptive name that reflects the workflow’s purpose
• Examples: “30-Day Overdue Reminders”, “Pre-Due Date Courtesy Notice”
• This name will help you identify the workflow in lists and reports

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Step 2: Email Configuration

The email configuration section allows you to customize how reminder emails are sent: Available Options:

1. Sender Email
   • Override the default company sender email
   • Must be from a verified domain
   • Leave blank to use company defaults
2. CC Recipients
   • Add email addresses to carbon copy on all reminders
   • Useful for keeping account managers or supervisors informed
   • Click “Add Email” to include multiple recipients
3. BCC Recipients
   • Add email addresses for blind carbon copy
   • Perfect for internal tracking without customer visibility
   • Click “Add Email” to include multiple recipients
4. Email Signature
   • Create a professional signature for all reminder emails
   • Full HTML editor with formatting options:
     • Bold, Italic, Underline text
     • Numbered and bulleted lists
     • Links and images
     • Font size and color customization Signature Tips:
   • Copy and paste existing signatures from Gmail or other email clients
   • External images are automatically converted to embedded images
   • Upload images directly using the image button for best results
   • Include links to your website, social media, or contact information
   • Keep it professional and concise for the best impression

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Step 3: AI Enhancement (Optional)

• Enable AI-powered email personalization
• Currently shows “AI enhancement disabled - using manual templates”
• When enabled, AI can customize email content based on customer history and context

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Filter Conditions

Filter conditions determine which invoices will receive reminders through this workflow. An invoice must match ALL conditions to use the workflow.

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Available Filter Fields

1. Days Overdue
   • Filter by the number of days past due date
   • Operators: Greater than, Less than, Equals, Between
   • Example: “Days overdue > 30” for invoices 30+ days past due
2. Invoice Status
   • Filter by current invoice status
   • Options: Draft, Sent, Paid, Overdue, Void
   • Useful for targeting specific invoice states
3. Customer
   • Filter by specific customers or customer groups
   • Select from dropdown or search by name
   • Can include or exclude specific customers
4. Invoice Amount
   • Filter by invoice total amount
   • Set minimum/maximum thresholds
   • Example: Target high-value invoices over $10,000
5. Invoice Payment Status
   • Filter by payment processing status
   • Options: Pending, Failed, Successful, Not Attempted
   • Useful for retry scenarios after failed payments

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Filter Logic

• Multiple conditions use AND logic (all must be true)
• Click “Add condition” to include additional filters
• Use “Clear all conditions” to reset filters
• No filters means the workflow applies to all invoices (based on priority)

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Best Practices

• Start with broad filters and refine based on results
• Test workflows with a small customer segment first
• Document filter logic for team understanding
• Review filter effectiveness regularly

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Reminder Schedules

Reminder schedules are the core components of a workflow that define when and how reminders are sent to customers. Each schedule represents a specific touchpoint in your collection process.

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Schedule Overview

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Default Schedule View

When you create a new workflow, a default reminder schedule is automatically added. This schedule is pre-configured to send an email 3 days before the invoice due date, providing a professional courtesy notice to your customers. Each schedule card displays:

• Trigger timing: Shows when the reminder will be sent (e.g., “3 days before due date”)
• Action type: Currently supports “Send email” with plans for SMS and other channels
• Quick actions: Copy, Edit, and Delete buttons for schedule management

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Visual UI Components

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Schedule Card Elements

The schedule card interface includes:

• Calendar Icon: Visual indicator for timing-based actions
• Trigger Label: Blue badge showing the exact timing (e.g., “3 days before due date”)
• Action Card: Expandable section showing “Send email” with email icon
• Action Buttons: Three icons on the right for Copy, Edit, and Delete operations
• Expand/Collapse: Click anywhere on the card to expand and see the quick preview

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Expanded Edit View

The expanded edit interface features:

• Tab Navigation: Edit and Preview tabs for switching between configuration and visualization
• Action Buttons: “Update Variables” and “Enhance with AI” for advanced features
• Rich Text Toolbar: Full formatting options for professional email creation
• Variable Pills: Clickable tags for easy insertion of dynamic content
• Save/Cancel Actions: Clear action buttons at the bottom of the form

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Creating a Schedule

1. Click “Add Schedule” in the Reminder Schedule section
2. A default schedule is automatically created with “3 days before due date” timing
3. Click the Edit button (pencil icon) to customize the schedule

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Schedule Configuration Interface

When you click the Edit button on any schedule, you’ll see the comprehensive configuration interface: The schedule editor provides comprehensive configuration options:

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1. Communication Medium

Currently supports:

• Email: Primary communication channel for reminder delivery
• Future channels: SMS, In-app notifications (coming soon)

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2. Timing Configuration

The timing configuration determines when your reminder will be sent relative to the invoice due date: When Options:

• Before Due Date: Proactive reminders sent X days before the invoice is due
  • Configurable days: 1-30 days before
  • Ideal for courtesy notices and payment preparation
• On Due Date: Reminder sent on the exact due date
  • No day configuration needed
  • Perfect for same-day payment reminders
• After Due Date: Follow-up reminders for overdue invoices
  • Configurable days: 1-365 days after
  • Essential for collections and escalation

Days Field:

• Numeric input with increment/decrement buttons
• Automatically disabled for “On due date” option
• Validates reasonable ranges (e.g., max 365 days)

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3. Message Template Editor

Edit Tab Features: Subject Line Template:

• Customizable email subject with variable support
• Default: Payment reminder: Invoice {{invoice_number}} due {{due_date}}
• Leave empty to use system default subject

Message Template:

• Rich text editor with formatting options:
  • Text styles: Normal, Heading 1, Heading 2
  • Formatting: Bold, Italic, Underline
  • Lists: Numbered and Bulleted
  • Links: Add payment links and URLs
  • Text alignment options

Available Variables: Click or drag variables into your message:

• {{customer_name}} - Company name
• {{contact_name}} - Primary contact name
• {{customer_email}} - Customer email address
• {{invoice_number}} - Invoice identifier
• {{amount_due}} - Outstanding amount
• {{due_date}} - Payment due date
• {{invoice_date}} - Original invoice date
• {{days_overdue}} - Days past due (for overdue reminders)
• {{business_name}} - Your company name
• {{business_email}} - Your company email
• {{payment_link}} - Direct payment URL
• {{payment_method_last_4}} - Last 4 digits of saved card
• {{payment_method_brand}} - Card brand (Visa, Mastercard, etc.)
• {{payment_method_type}} - Payment method type
• {{has_saved_payment_method}} - Boolean for conditional logic

Special Features:

• Update Variables: Refreshes available variables based on your account settings
• Enhance with AI: Uses AI to improve and professionalize your message template
• Auto-attachment: Invoice PDF is automatically attached to all reminder emails

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4. Preview Tab

The Preview tab provides a real-time visualization of how your reminder email will appear to recipients: The Preview tab shows:

• Subject Line: How it will appear with sample data
• Email Preview: Full email rendering with:
  • Sample customer and invoice data
  • Formatted message content
  • Payment link button
  • Business signature (if configured)

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Visual Examples of Schedule Configurations

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Example 1: Pre-Due Date Reminder

Configuration for a friendly reminder sent 3 days before the due date

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Example 2: Email Preview with Variables

How your reminder appears to customers with all variables populated

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Example 3: Timing Options Selection

Available timing options for scheduling your reminders

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Managing Multiple Schedules

You can create comprehensive reminder sequences:

1. Add Another Schedule: Click to add additional reminder touchpoints
2. Common Patterns:
   • Gentle Approach: 7 days before, 3 days before, on due date
   • Standard Collections: 3 days before, on due date, 3 days after, 7 days after, 14 days after
   • Aggressive Collections: Daily reminders after 30 days overdue

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Schedule Actions

Each schedule has three action buttons:

1. Copy (duplicate icon):
   • Creates an exact duplicate of the schedule
   • Useful for creating similar schedules with minor variations
   • Copied schedule appears immediately below the original
2. Edit (pencil icon):
   • Opens the full schedule configuration interface
   • Modify timing, message content, and all settings
   • Changes are saved with the “Save” button
3. Delete (trash icon):
   • Removes the schedule from the workflow
   • Confirmation dialog prevents accidental deletion
   • Cannot be undone once confirmed

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Best Practices for Reminder Schedules

1. Message Tone Progression:
   • Start friendly and helpful (before due date)
   • Become more direct (on and shortly after due date)
   • Escalate urgency (significantly overdue)
2. Timing Considerations:
   • Avoid weekends for B2B customers
   • Consider time zones for international customers
   • Space reminders appropriately (not too frequent)
3. Content Personalization:
   • Use customer name and specific invoice details
   • Reference previous business relationship
   • Include clear payment instructions
4. Testing Recommendations:
   • Preview all messages before activating
   • Test with internal accounts first
   • Monitor open and click rates for optimization

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Visual Guide: Building a Complete Reminder Workflow

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Step 1: Initial Workflow Setup

Start with the workflow creation page where you name your workflow and see the default schedule

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Step 2: Configure Email Settings

Expand the email configuration to customize sender details, CC/BCC recipients, and email signature

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Step 3: Edit Schedule Details

Click edit on any schedule to access the full configuration interface with timing and message options

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Step 4: Select Timing Triggers

Choose when reminders should be sent: before, on, or after the invoice due date

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Step 5: Preview Your Reminder

Use the preview tab to see exactly how your reminder will appear to customers

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Schedule Configuration Quick Reference

Feature	Description	Best Use Case
Before Due Date	Send proactive reminders 1-30 days early	Courtesy notices, payment preparation
On Due Date	Send on the exact due date	Same-day payment reminders
After Due Date	Send 1-365 days after due date	Collections and escalation
Copy Schedule	Duplicate existing schedule	Create similar reminders quickly
Multiple Schedules	Add unlimited schedules per workflow	Build complete reminder sequences
Variable Support	15+ dynamic variables available	Personalize every message
Preview Mode	Real-time email preview	Verify formatting before sending
AI Enhancement	Improve message professionalism	Create polished templates quickly

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Workflow Priority System

The workflow priority system determines which workflow applies when an invoice matches multiple workflow filters.

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How Priority Works

1. Evaluation Order: Workflows are evaluated from top to bottom
2. First Match Wins: Invoices use the first matching workflow
3. No Further Evaluation: Once matched, lower priority workflows are ignored

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Managing Priority

• Drag and Drop: Reorder workflows by dragging the grip icon (⋮⋮⋮)
• Visual Indicators: Higher position = higher priority
• Invoice Count: See how many invoices each workflow affects

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Priority Best Practices

1. Most Specific First: Place workflows with the most specific filters at the top
2. Catch-All Last: Put broad or no-filter workflows at the bottom
3. Test Changes: Monitor invoice counts after reordering
4. Document Logic: Note why certain workflows have higher priority

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Example Priority Structure

1. Before Due Date - Customer-specific, payment failed
2. 0-30 Days Overdue - Recent overdue invoices
3. 30-60 Days Overdue - Moderate overdue period
4. 60-90 Days Overdue - Serious overdue period
5. 90+ Days Overdue - Critical collection stage
6. After Due Template - General catch-all workflow

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Upcoming Reminders

The Upcoming Reminders tab provides visibility into scheduled reminder activities.

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Reminder Count Overview

The dashboard displays reminder counts for different time periods:

• Next 1 day: Immediate upcoming reminders
• Next 7 days: Week ahead view
• Next 15 days: Two-week forecast
• Next 30 days: Monthly overview

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Viewing Upcoming Reminders

Filter Options:

• Time Range: Select from 1, 7, 15, or 30 days (in the example above, 30 days is selected)
• Template Filter: View reminders from specific workflows (shows “All Templates” by default)
• Search: Find reminders by customer or invoice number

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Reminder List View

The left panel shows all scheduled reminders with:

• Customer name and contact email
• Invoice number with quick preview link
• Workflow template being used (e.g., “After Due template”)
• Scheduled send date and trigger timing (e.g., “on due date”, “10 days after due”)

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Email Preview Details

When you select a reminder from the list, the right panel displays comprehensive preview information:

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Email Configuration Section

Shows the complete email setup:

• To: Recipient email address
• From: Sender email address using the company’s domain (e.g., username@company.domain)
• BCC: Any blind carbon copy recipients configured in the workflow

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Email Preview Section

Displays exactly how the email will appear to the recipient:

• Subject Line: The complete email subject with merged variables
• Email Content: Full HTML preview of the email body including:
  • Personalized greeting with customer name
  • Invoice details (number, amount due, dates)
  • Payment link button
  • Company signature if configured
  • Professional closing with business contact information

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AI Reminders Tab

• Separate view for AI-enhanced reminders
• Shows personalized reminder content
• Tracks AI optimization performance

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Activities & Tracking

The Activities tab provides comprehensive tracking of all reminder email activities.

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Email Activity Summary

Real-time metrics dashboard showing:

1. Volume Metrics
   • Emails Sent: Total reminders dispatched
   • Emails Opened: Customer engagement tracking
   • Links Clicked: Action taken on reminders
   • Emails Bounced: Delivery failures
2. Performance Rates
   • Open Rate: Percentage of emails opened
   • Click Rate: Percentage with link clicks

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Activity Tracking Features

Date Range Selection

• Default: Last 30 days
• Custom date range picker available
• Historical data retention

Search and Filter

• Search by customer name or email
• Filter by event type (sent, opened, clicked, bounced)
• Export capabilities for reporting

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Activity Timeline

When activities are present, the timeline shows:

• Timestamp of each event
• Customer and invoice details
• Event type with visual indicators
• Email subject and preview
• Detailed interaction data

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Using Activity Data

1. Optimize Send Times: Identify when customers engage most
2. Improve Templates: Test different content approaches
3. Customer Insights: Understand payment behavior patterns
4. Workflow Refinement: Adjust triggers based on effectiveness

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Best Practices

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Workflow Design

1. Start Simple: Begin with basic workflows and add complexity gradually
2. Test Thoroughly: Use test customers before broad deployment
3. Monitor Performance: Review activity data weekly
4. Iterate Based on Data: Refine triggers and content based on results

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Email Content

1. Professional Tone: Maintain courteous, professional communication
2. Clear Call-to-Action: Make payment options obvious
3. Personalization: Use customer and invoice variables
4. Mobile-Friendly: Ensure emails display well on all devices

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Compliance and Ethics

1. Frequency Limits: Avoid overwhelming customers with too many reminders
2. Grace Periods: Consider business relationships in timing
3. Escalation Path: Plan for non-responsive scenarios
4. Documentation: Keep records of all communications

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Troubleshooting

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Common Issues

No Reminders Sending

• Check workflow is enabled (toggle switch on)
• Verify filter conditions aren’t too restrictive
• Ensure email configuration is complete
• Confirm invoices match workflow criteria

Low Engagement Rates

• Review email content and subject lines
• Test different send times
• Verify email deliverability
• Check for spam folder placement

Incorrect Recipients

• Audit filter conditions
• Review workflow priority order
• Verify customer email addresses
• Check CC/BCC configurations

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Conclusion

JustPaid’s Reminder Workflows provide a powerful, flexible system for automating payment collection communications. By leveraging smart filtering, priority management, and comprehensive tracking, businesses can significantly improve their collection rates while maintaining positive customer relationships. Regular monitoring and optimization based on activity data will ensure your reminder workflows continue to perform effectively as your business grows and evolves.