Automatic reminders
:::info Pro feature Automatic reminders are part of Pro and included in the 30-day trial. Compare plans on Free vs Pro. :::
Chasing invoices is the part of freelancing nobody enjoys. With reminders on, Gigtime emails the client for you on a schedule you pick around the due date, shows you on the invoice exactly what went out and when, and stops the moment the invoice is paid.
Reminders are off until you turn them on, and nothing changes for you if you leave them off.
The schedule
A schedule is a set of days relative to the invoice's due date:
| Before the due date | On and after the due date |
|---|---|
| 14 days before, 7 days before, 3 days before | On the due date, 3, 7, 14, and 30 days after |
Tick as many as you like. A reminder goes out once per ticked day, on the first daily check on or after that date. The default schedule is 3, 7, and 14 days after the due date.
Two rules keep the client from being pestered: a reminder never goes out on the same day the invoice itself was sent, and a day that has already passed when you turn reminders on is skipped rather than sent late. The invoice page marks those as Missed so you can see what was skipped.
Defaults for new invoices
Go to Settings → Invoice → Invoice reminders. Turn reminders on for new invoices gives every invoice you create from then on the default schedule shown below the switch. Change the default schedule by ticking and unticking days. Invoices you already created keep their own settings.
Invoices created by a recurring invoice copy the original's reminder settings.
The reminders card on an invoice
Every open invoice has an Automatic reminders card on its detail page:
- The switch at the top turns reminders on or off for this invoice only.
- The day chips are its schedule. Each chip shows the date it will go out, Sent with the date once it has, or Missed if its date passed without a send.
- The line at the bottom counts what has been sent and when the last one went out. Every send is also recorded in the invoice's activity trail with the address it went to.
- Send a reminder now emails the client immediately, on top of the schedule. Use it for a nudge that is not on the calendar. It asks for confirmation first.
Once an invoice is paid or cancelled, the card stays only to show the history, and nothing more goes out.
What the client receives
An email in the client's language with the invoice number, the amount due, the due date, and your payment instructions. The wording follows the timing: "due in 7 days", "due today", or "was due 7 days ago". It carries your logo and brand color, your business name as the sender, and replies go to your business email. If you have a custom email domain, the reminder is sent from your own address. There is no PDF attached. The client already has the invoice from the original send.
The email goes to the client's billing contact. If there is none, Gigtime uses the client's main email address, and failing that, any contact with an address. A client with no email address at all is skipped.
Reminders count toward your email sending limits, the same as invoices you send by hand.
When reminders go out
Gigtime checks once a day, in the morning UTC. An invoice qualifies when it has been sent (status Sent, Viewed, or Overdue), it still has a balance, reminders are on for it, and one of its ticked days has arrived. Drafts are never reminded, so set the schedule before or after sending as you prefer; the clock starts when the invoice goes out.
If Pro lapses
Reminders stop while the account is on the free plan. Every invoice keeps its schedule, the card shows it dimmed with a Pro notice, and sending resumes when you subscribe again.