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Send Reminders for Overdue Invoices

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Donna J
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This article will cover how to send a reminder to customers with overdue invoices.

Tip

An automatic reminder is also sent to clients every seven days.

With invoices, you can:

  • Save an invoice if you need to work on it later

  • Allow customers to leave a tip when paying an invoice online

  • Enter a message to include with an invoice

  • Preview how your invoice will look before sending

Prerequisites

Available for all Vagaro businesses.

Note

A customer cannot pay for an invoice online if you do not have Credit Card Processing activated. See This Feature Works Best With for more information.

Sending a Reminder

Vagaro Pro App

  1. Navigate to More → Invoices.

    more_settings_invoice_vpro_2x.png

    Invoices display in date order and show the customer name, invoice amount, invoice date and number, and status.

    vpro_inv_page_2x.png

    1. You can search for the Invoice number, invoice amount, date, and customer name by entering all or part of any. (If you search for a number, it could show the date, amount, or invoice number in the resulting list.)

    2. You can create a new invoice from this page, as well. Tapping Create Invoice takes you to the checkout page to begin the process.

  2. Tap an invoice to view the details. (You can also tap View from the Action menu.)

  3. Tap the Action menu (3 vertical dots) on an invoice with a status of Sent or Overdue, and then tap Send Reminder.

    vpro_act_menu_overdue_2x.png

  4. The customer's email address is selected by default.

    If wanted, enter additional email addresses, separating each with a comma, and tap Send.

    invoice_email_addr_2x.png

    The customer receives a detailed copy of the Invoice, which they can pay by tapping Pay Invoice in the email.

    vpro_pay_button_2x.png

  5. The customer can add a tip if wanted. They may be asked to enter their credit card information, including their billing address.

    Note

    An invoice can also be paid for with Vagaro Pay Later.

    vpro_view_order_2x.png
    vpro_pymt_info_2x.png

  6. To confirm the payment, they'll tap Pay Invoice.

Web Version

  1. Navigate to Settings → Things We Sell → Invoices.

    settings_tws_invoices_2x.png

    Use Search and the Status filter to limit the list of invoices.

    invoice_search_filter_new_2x.png

    1. Use the status drop-down menu to show invoices with the selected status.

      The default is All. You can send reminders for invoices with a status of Sent or Overdue.

    2. You can search for the Invoice number, invoice amount, date, and customer name by entering all or part of any. (If you search for a number, the result might include the date, amount, or invoice number.) Click Search after making your entry.

    3. You can create a new invoice from this page, as well. Click Create Invoice to go to the checkout page to begin the process.

  2. Click View from the Action menu (3 vertical dots) to see the invoice detail.

  3. Select an invoice with a status of Sent or Overdue and click the Action menu.

    overdue_send_remind_2x.png

  4. Click Send Reminder.

  5. If wanted, enter additional email addresses, separating each with a comma, and click Send when you're ready.

    invoice_email_addr_2x.png

    The customer receives a detailed copy of the Invoice , which they can pay by clicking Pay Invoice in the email.

    part_of_email_reminder_2x.png

  6. The customer can add a tip if wanted. They may be asked to enter their credit card information, including their billing address.

    pay_invoice_screen_2x.png

    Note

    An invoice can also be paid for with Vagaro Pay Later.

  7. To confirm the payment, they'll click Pay Invoice.

Next Steps and Recommended Features

Restrict Employees' Access to Invoices - Vagaro Pro App

  1. Navigate to More → Settings → Employees → Access Levels.

    vpro_set_emp_al_2x.png

  2. Select the access level to change, tap the Action menu (3 vertical dots), and then select Edit.

  3. Scroll down to the Checkout section, and then Invoice Management is the last entry.

    1. Tap View to allow the employee to see all invoices.

    2. Tap Modify to enable employees to add or change invoices.

      Green indicates that the option is on for this access level.

      vpro_inv_mgmt_al_2x.png

Tap this link to learn more about access levels: Setting Access Levels - Vagaro Pro app.

Restrict Employees' Access to Invoices - Web Version

You can control employees' ability to view, add, edit, and delete Invoices in your account.

  1. Navigate to Settings → Employees → Access Levels.

    stock_web_settings_access_lev.png

  2. Select the employee type you want to change, click the Action menu (3 vertical dots), and then select Edit.

    edit_access_level_web_2x.png

  3. Scroll down to the Invoice Management access level.

    1. Click View to allow the employee to see all invoices.

    2. Click Modify to enable employees to add or change invoices.

      Green indicates that the option is on for this access level.

      invoice_mgmt_al_2x.png

Learn more about access levels: Setting Access Levels - Web Version.

This Feature Works Best With Credit Card Processing

Without Credit Card Processing activated, the customer will have to return to your business to pay for the invoice.

But that's not all...

Vagaro offers competitive credit card processing rates and a wide range of other benefits, including selling services, products, memberships, and gift certificates online. You can also store credit cards, create cancellation and no-show policies, and require credit card payments online. And you can get a FREE Credit Card Reader.

See the following articles for more information:

With Credit Card Processing, you can also access the Online Shopping Cart , which allows you to sell services, products, and more on your Vagaro business page.

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