Invoice reminders for plumbers
A reminder after the service call
A plumbing invoice often starts its life on the kitchen counter or in an email sent from the truck. The repair is done. The amount includes the call, the labor, and the parts you used. Then the day fills up with the next leak, and the follow-up waits until evening. Invoice reminder software is the schedule that sends the note anyway.
InvoicePay does not dispatch the truck, stock the van, or build your flat-rate book. You enter the invoice you already know how to write: client, amount still unpaid, and due date. Reminders queue from that due date. When the client pays, you record it, and queued reminders for that invoice stop.
Service calls, callbacks, and accounts that pay on a cycle
A homeowner service call is usually one invoice due within a few days. A property manager or a commercial account may pay on a cycle you already know. Set the due date to that day. The reminder still names the invoice number and the open amount so their office can match it. InvoicePay does not calculate terms for you. The due date you type is the date the schedule uses.
A callback or a warranty visit should not produce a reminder for a bill you are not charging. Do not enter an invoice for $0 and then wonder why a note went out. If you invoiced the original repair and later wrote off part of it, record that reduction or payment so the open balance is the number you still expect.
Default timing, and when to change it
| When | After a service call |
|---|---|
| 3 days before due | Fits a due date that is a week or more out. For “due on receipt,” you may turn this offset off. |
| Due date | Invoice number, amount, and a plain question: is payment already on the way? |
| 3 days after | First note that the bill is past due. Open balance only. |
| 7 days after | Same invoice, same amount, unless a partial payment changed the balance. |
| 14 days after | Final notice. Amount and original due date. Edit the wording so it sounds like your shop. |
Those five offsets are the default on a new account. They are not a rule about how plumbers must bill. If your invoices are due on receipt, keep the due-date note and one or two notes after it. If a commercial account always pays on the 15th, set the due date there and avoid a cluster of notes in the three days after you left the building.
What to put in the note
The starting templates name the client, the invoice number, the amount due, and the due date. A before-due note says the invoice is due on that date and that they can reply with questions. A due-today note asks if payment is on the way. An overdue note says it remains unpaid and asks them to pay or reply. Put the address or the fixture in the invoice title if you work for people who have more than one property, so “invoice 1042” is not the only clue.
Do not use the reminder to argue about a diagnosis. If they believe the leak is still there, that is a conversation, not a longer email. If they agree with the repair and have not paid, the email's only job is to state the amount so they can pay it or question it. The final notice should stay specific. Read it before you send a stack of them, and change any line that you would not say at the door.
Records you will want later
The dashboard shows open balance, how many invoices are overdue, and aging in current, 1–30, 31–60, and 60+ days. The reminder log shows what was queued and what email actually sent after you connected Resend or SMTP. SMS templates are included on the paid plan. A phone carrier is not connected in this version, so those texts are saved in the log rather than delivered to a phone.
The trial is 14 days and does not need a card. It includes email reminders and up to 40 open invoices. Monthly is $4.99 and yearly is $49.99, both without the cap. Related pages: how reminders are worded and timed, overdue invoices, handymen, cleaning services, and contractors.
Built by REKKY Consulting LLC. Inquiries Text First Then Call: 801.319.1061.
Questions
- The service call is finished. When do reminders start?
- They follow the due date you enter. The default first note is 3 days before that date, then on the due date, then 3, 7, and 14 days after if it is still open.
- What if the office pays on a fixed cycle?
- Set the due date to the day that cycle pays. The reminder still names the invoice number and the open amount so their office can match the bill.
- Does InvoicePay dispatch the truck or price the parts?
- No. It stores the invoice you enter, queues the reminders, and records the payment. Parts, dispatch, and your rate card stay outside the app.