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How to Set Up Automated Payment Reminders

Payment reminders help your clients stay on top of outstanding balances without manual follow-up.

Written by Danielle Bond

Step 1: Create a Payment Reminder Task Category

First, you'll create a dedicated category so payment reminders are easy to identify and don't clutter your team's calendar.

  1. Navigate to Settings > Task & Reminder Categories.

  2. Click to create a new Task category.

  3. Name it Payment Reminder.

  4. Set the calendar display options:

  • Mark it as Not Busy — this ensures the reminder doesn't block calendar time.

  • Optionally, disable Show on Calendar so these tasks don't appear as calendar events at all.

  1. Save the category.

Why "Not Busy"? Payment reminders are administrative follow-ups, not scheduled appointments. Keeping them off your busy time prevents them from creating conflicts with client-facing work.

Step 2: Configure the Appointment Reminder

Next, set up the automated message that will go out when a payment reminder task is due.

  1. Navigate to Settings > Appointment Reminders.

  2. Create a new reminder.

  3. Select your delivery method: Email or Text

  4. Configure the message content — include key details like the client's name, amount due, and a payment link or contact if applicable.

  5. Link the reminder to the Payment Reminder task category you created in Stage 1.

  6. Save the reminder.

  7. Create additional Reminders as needed.

Reminder: You must have an opt-in for texting your clients. Review the SMS Guidance & Regulations article for more detail.

Step 3: Apply the Reminder to a Client

With the category and reminder in place, you're ready to assign it to individual clients.

  1. Open the client's record.

  2. Click Add Task.

  3. In the Category field, select Payment Reminder.

  4. Set the start date to align with the client's first payment due date.

  5. Enable the Repeats option Lasts multiple days or repeats? (check box for Repeats) and set the frequency to Every Month. Best practice is to have it last for the term of the policy (usually 1 year). When you renew that policy, create a new payment reminder. If you create too many, you'll have to delete those tasks if the policy is cancelled or the payment date is changed.

  6. Save the task.

The system will now automatically trigger the configured reminder each month for this client.

Tips

  • Reminder Message customization: Use merge fields in your reminder message (if available) to personalize emails or texts with the client's data such as the payment date #APPT_DATE#, #NAME# or #FIRSTNAME# and such. Policy data will not be available to be sent in these reminders since it's a calendar item.
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  • Review cadence: Periodically review which clients have active Payment Reminder tasks to ensure the list stays current as accounts are paid off or cancelled.

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