Automatically send an email when an invoice is overdue.

This documentation explains how to use the Invoice Rover feature in Benji Pays to automatically send an email when an invoice is overdue.

Setting Up Invoice Rover

Step 1: Log in to Benji Pays.

Step 2: Click on "Settings" and then click on "Invoice Rover".

Step 3: Click on "New Rule".

Step 4: Select the reminder type as "Invoice Due Reminder".

Step 5: Select "Overdue" from the Rule condition drop down menu. 

Step 6: Give the rule a name, such as "Overdue Invoice".

Step 7: Select the template(s) for the reminder email. You can choose from English or French templates, or create your own template in the "Email Templates" section under Settings>Email templates in Benji Pays.

Step 8: Set the rule day to the number of days after the invoice is overdue when you want the reminder to be sent. For example, if you want to send the reminder 3 days after the invoice is overdue, set the rule day to 3. Choose the template to use for the reminder.

Step 9: Add additional rule days if desired, specifying the number of days and the template to use.

Step 10: In the Customer section choose to only send to the customers in the following list or choose to send to all customers except the customers in the specified list. 

Step 11: Invoice settings- Choose to switch on a memo field to enable memo field option. Invoices will be included when the message on the statement or message on invoice contains the  

following text for example: Include or Skip.

It can also contain other text, Benji Pays will search the entire Memo field. Ensure this is something that wouldn't normally show up in your Memo fields, consider using special characters. For skipping an invoice, select the date that you would like to skip.

Step 12: With the "Skip Invoices with created date prior to" feature, it allows you to avoid sending invoices generated before a specific date you set. To disabled this function, simply leave the  date box empty.

Step 13: Payment terms: You can enable all payment terms or you have the option to disable all

payment terms which will skip all invoices with any payment terms. 

You can also enable or disable each payment term separately. Any invoices with payment terms disabled in your list will be skipped. 

Step 14: Enable/Disable auto pay status option: 

Enabled: You can choose to only send when auto pay is enabled.   Invoices will only send if the customer is enabled for auto pay and the invoice matches auto pay rules.

Disabled: You can select only send when auto pay is disabled. Invoices will only send if the customer is disabled for auto pay and the invoice matches auto pay rules.

Note: Auto Pay will be deemed as enabled even if the customer has no enabled payment profile.

Step 15: Under "Email Settings," you can select to include both the invoice PDF and any QuickBooks attachments marked "Attach to email." Enable these options by toggling the switch to show navy blue. Additionally, you can add CC or BCC recipients by entering their email addresses and pressing "Enter."

Step 16: Ensure the rule is enabled and click "Save Changes".

After saving your rule, you'll be directed back to the Invoice Rover Settings page. This is where you can enable all your reminders by switching the "Enable Reminders" toggle to on.

Within each rule's "Actions" area, you can enable/disable the rule by toggling the switch. Edit a rule, just click the pencil icon. If you need to duplicate a rule, click the paper icon, and remove a rule by clicking the trash can icon.

In the "Customer Rules Look Up" section, you can select a customer from the dropdown menu and then click Look Up to see which reminder rules will be processed for the selected customer.