Account Summary Reminder

Modified on Fri, 6 Dec at 3:17 PM

The Account Summary Reminder in Benji Pays is a powerful feature that helps businesses keep their customers informed about outstanding balances. It automatically sends a summary of unpaid invoices to customers, ensuring timely reminders and streamlining payment collections.

This feature enhances communication and encourages prompt payment, reducing manual follow-ups for overdue invoices.


Benefits of the Account Summary Reminder

  1. Time-Saving Automation: Automatically notify customers about unpaid invoices.
  2. Improved Cash Flow: Timely reminders encourage faster payments.
  3. Customizable Schedule: Tailor reminders to suit your business needs.
  4. Professional Communication: Clear, professional emails improve client relations.


How to Set Up the Account Summary Reminder

Step 1: Log into Benji Pays

Step 2: From the dashboard, navigate to the Settings or Invoice Rover section.



Step 3: Click on "New Rule".




Step 4: Select the reminder type as "Account Summary Reminder".





Step 5: Give the rule a name, such as "Account Summary".


Step 6: 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 7: Set the rule day to the day(s) of the month you want to email the Account Summary Reminder. Choose the template to use for the reminder.


Step 8: Set Account summary send hour, make sure the time selected is after the selected time for auto processing. 



Step 9: Add additional rule periods if desired, specifying the day(s) of the month 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 14: 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 15: 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.



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