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How to set up and send a ‘Quick Send’ invoice reminder email for an overdue invoice

This article explains how to use FreeAgent’s 'Quick Send' invoice reminder email feature to remind customers to pay once an invoice becomes overdue. You can also set up automatic invoice reminder emails to send to clients before an invoice is due.

1. Set up a 'Quick Send' reminder email template

Begin by selecting 'Settings' from the drop-down menu in the top right-hand corner of FreeAgent and then choosing 'Email Templates'.

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From the 'Email Templates' page, navigate to the 'Invoice Reminders' tab and select 'Add Quick Send Invoice Reminder'.

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Complete the 'To', 'From' and 'Subject' fields, along with the email 'Content' section. Use the email tags displayed on the right-hand side to adapt the email for each customer.

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Remember to select 'Save Quick Send Reminder Template' once you’ve entered all the required information. This will save the completed template in the 'Quick Send Reminder' section of the 'Invoice Reminders' area.

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2. Send the email 

There are two ways to send a 'Quick Send' reminder email once you’ve completed the email template. You can either send the email from the 'Invoice' area of FreeAgent or directly from within an overdue invoice.

Please note that if your contact doesn’t have an email address in FreeAgent, you will receive an error when you attempt to send a 'Quick Send' reminder email using either of these methods.

Sending the email from the 'Invoice' area of FreeAgent

Navigate to the 'Work' tab and select 'Invoicing' from the drop-down menu.

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Select 'Open or Overdue' from the drop-down menu at the top of the list to filter your invoices to those that are either due or overdue.  Please note that 'Quick Send' reminder emails are only available for overdue invoices and aren't available for invoices with a 'Due' status.

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Next, choose one of the following options from the 'Send reminder' drop-down menu next to the appropriate overdue invoice:

  • Select 'Send now' to send a 'Quick Send' reminder email using your 'Quick Send' reminder template. Please note that when you select this option the email will be sent to the recipient immediately and you will not be able to preview the email first.
  • Select 'Preview' to review the email before sending it.
  • Select 'View reminder templates' to view or edit your 'Quick Send' reminder email template.

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Once you have sent a 'Quick Send' reminder email, the 'Send reminder' drop-down menu will be replaced with a 'Reminder sent' label.

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Sending the email from within an invoice

Navigate to the 'Work' tab and select 'Invoicing' from the drop-down menu.

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Select 'Open or Overdue' from the drop-down menu at the top of the list to filter your invoices to those that are either due or overdue.  Please note that 'Quick Send' reminder emails are only available for overdue invoices and aren't available for invoices with a 'Due' status.

Select the reference number from the appropriate overdue invoice to access it.

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In the top right-hand corner of the invoice, select the 'Send reminder' drop-down menu.

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Choose one of the following options from the 'Send reminder' drop-down menu:

  • Select 'Send now' to send a 'Quick Send' reminder email using your 'Quick Send' reminder template. Please note that when you select this option the email will be sent to the recipient immediately and you will not be able to preview the email first.
  • Select 'Preview' to review the email before sending it.
  • Select 'View reminder templates' to view or edit your 'Quick Send' reminder email template.

Why can’t I send a 'Quick Send' reminder email?

There are a few reasons why you might not be able to send a 'Quick Send' reminder email:

You haven’t set up a 'Quick Send' reminder email template

If the 'Send now' and 'Preview' options aren’t visible from the 'Send reminder' drop-down menu, you still need to set up a 'Quick Send' reminder email template. To do this, select 'Create Quick Send template' from the drop-down menu and follow the process outlined above in step 1.

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Once you’ve done this, the 'Send now' and 'Preview' options will become available in the 'Send reminder' drop-down menu.

The invoice isn’t due yet

'Quick Send' reminder emails can only be sent for overdue invoices. If an invoice isn’t overdue, this option will not be available. If you would like to send a reminder email for an invoice that isn’t overdue, you can set up an invoice reminder rule.

You’re viewing your list of invoices and have sent a ‘Quick Send’ reminder email for the invoice in the last 24 hours

Once you’ve sent a 'Quick Send' reminder email for a particular invoice, the 'Send reminder' drop-down menu will disappear from the invoice in your list for 24 hours. The menu will be replaced with the 'Reminder sent' label.

After 24 hours, the 'Send reminder' drop-down menu will reappear against the invoice in your list and you’ll have the option to send another 'Quick Send' reminder email to your customer. If you need to send another reminder before then, you can still access the ‘Send reminder’ drop-down menu from the invoice itself.

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