Invoice Reminders Explained
JiffyTrade allows you to send reminder emails for unpaid invoices.
This helps you maintain professional follow-up without duplicating invoices or altering records.
📌 When Can Reminders Be Sent?
Reminders are available when an invoice is:
- Unpaid
- Already issued to the customer
- Customer has a valid email address on record
Reminders are not available when an invoice is:
- Pending (not yet sent)
- Paid
- Cancelled
- Trashed
▶ How to Send a Reminder
- Go to My Business → File Archive
- Locate an Unpaid invoice
- Click the Send button
- Confirm recipient details
- Click Email to Client
The system automatically recognises this as a reminder if the invoice was previously sent.
🔄 What Happens When a Reminder Is Sent?
When a reminder is sent:
- Status remains Unpaid
- The status icon changes from a clock to an alert bell
- A reminder counter is incremented
- Reminder metadata is stored
- The document remains locked
Hovering over the status badge reveals reminder information.
This gives you visual confirmation that follow-up has occurred.
🧠 Why This Matters
Instead of:
- Editing and re-sending invoices
- Creating duplicate invoices
- Losing track of follow-ups
JiffyTrade tracks reminder activity directly within the original invoice.
This preserves:
- Clean accounting records
- Clear audit trail
- Professional communication history
🔐 Locking Behaviour During Reminders
Sending a reminder:
- Does NOT unlock the invoice
- Does NOT allow edits
- Does NOT change totals
The financial record remains protected.
💡 Best Practice for Reminders
For effective cash flow management:
✔ Send polite reminders after your due date
✔ Avoid modifying original invoices
✔ Use the reminder status indicator to track follow-ups
✔ Escalate manually if needed
For businesses with staff:
✔ Consider restricting reminder permissions via RBAC
✔ Monitor unpaid invoice summaries regularly
📊 Visual Status Flow (Invoices)
Pending
↓
Unpaid
↓
Unpaid (Reminded)
↓
Paid
At every stage, locking behaviour protects financial accuracy.