How Do Invoice Email Reminders Work in BuildOps?
Invoice email reminders in BuildOps are designed to help you collect payments faster and with less effort by automatically notifying your customers about outstanding invoices.
NOTE: Invoice reminders are only available if your company has the Payments+ feature enabled. If Payments+ is not part of your BuildOps subscription, you will not see this option.
With reminders, you can streamline payment collections, reduce manual follow-ups, and ensure clear communication with your customers. Below is everything you need to know about enabling, scheduling, and managing invoice reminders.
Enabling Invoice Payment Reminders
To start using invoice reminders:
Verify that Payments+ is Enabled
Invoice reminders are only available with the Payments+ feature. Confirm this is active in your BuildOps account.
Send the Invoice by Email
When emailing an invoice, check the box labeled “Include payment reminder.”
Automatic Scheduling
Once enabled, BuildOps will automatically schedule reminders based on the cadence set in your Payments+ settings.
The invoice’s Email Invoice Status will update to “Scheduled” so you know reminders are queued.
Who Receives the Reminders and When?
Recipient: The reminder goes to the same contact who received the original invoice email.
Scheduling:
The reminders follow the cadence you’ve set in Payments+ (e.g., 7 days, 14 days, 30 days).
If you update the cadence later, the new schedule only applies to invoices sent after the change. The Email Invoice Status will automatically reflect these updates, ensuring you can track changes in real-time.
For invoices already sent, you’ll need to resend the invoice for the new cadence to take effect.
An invoice may display a "Reminder Status" of "Not Scheduled" if:
The invoice was sent without selecting the "Include payment reminder" option.
The invoice was edited after being sent.
Payment has already been recorded for the invoice.
Cancelling Scheduled Reminders
You can cancel reminders at any time:
Manual Cancellation
Open the invoice detail page, locate the scheduled reminders, and cancel them directly.
Automatic Cancellation
Reminders will also be canceled automatically if:A payment is applied to the invoice
Any change to invoice details or applied payments will automatically cancel all scheduled reminders.
The invoice is marked as Closed.
Frequently Asked Questions
Q: Why do old reminders still follow the old schedule?
Reminder schedules are not updated retroactively. If an invoice was sent before you changed the cadence, it will continue using the original schedule.
To apply your updated cadence, resend the invoice after making the changes.
Q: Why was a reminder sent on the same day as the invoice?
Payment reminders are triggered based on the cadence configured in Payments+ Settings relative to the invoice due date. For example, if the reminder is set to "30 days before due date" and the invoice due date is exactly 30 days from the day it was emailed, the reminder will be sent on the same day as the invoice.
Q: How do edits or payments affect reminder status?
If an invoice is edited after being sent or if payment is recorded, its reminder status may change to "Not Scheduled." To avoid this, ensure all edits are finalized before sending the invoice and that reminders are enabled during the Send Invoice flow.
Q: Can I disable payment reminders for all invoices by default?
Yes. Go to Settings → Payments+ and turn off the Invoice Email Reminder setting. This prevents reminders from being scheduled for new invoices.
This change is not retroactive. Reminders already scheduled for existing invoices may continue to send until they are canceled from the individual invoice, or the invoice is paid, voided, or closed.