Sending an invoice reminder

When a customer has not paid an invoice, a reminder is often the nudge they need. Inspector Studio lets you send reminders manually or set up automated reminders that fire on a schedule.

Sending a manual reminder

The simplest way to remind a customer about an unpaid invoice is to send them a message through Threads.

1. Open the booking with the outstanding invoice.

2. Click Messages or open the Threads section.

3. Start a new email or SMS message to the customer.

4. Write a friendly reminder with the balance owed and a link to the invoice or customer portal where they can pay.

You can also copy the invoice payment link from the invoice itself — click View Invoice, then Copy Payment Link — and paste it into any message.

Setting up automatic reminders with Conditionals

If you want reminders to go out automatically without anyone on your team having to remember, set up a Conditional.

1. Go to Settings → Conditionals.

2. Click New Conditional.

3. Set the trigger to Invoice Sent (or Invoice Overdue if that trigger is available).

4. Set a delay — for example, "7 days after trigger" to send a reminder one week after the invoice was originally sent.

5. Write the reminder message. Include {{invoice_link}} or {{portal_link}} so the customer can click directly to pay.

6. Save and enable the Conditional.

Tip: Two reminders are typically enough — one at 7 days and a firmer follow-up at 14 days. More than that can feel aggressive and damage the customer relationship.

What to include in a reminder

A good invoice reminder is brief and non-confrontational:

• Reference the inspection (property address and date) so the customer knows which invoice this is about.

• State the amount owed.

• Include a direct link to pay.

• Be friendly — late payments are usually oversight, not avoidance.

Tracking who you have reminded

Payment activity and message history both appear on the booking record, so you can see at a glance when a reminder was sent and whether the customer has responded. Use the booking's activity timeline to track the sequence of events.

When a customer disputes an invoice

If a customer questions a charge rather than simply being slow to pay, handle it through Threads as a conversation. Do not continue sending payment reminders until the dispute is resolved. See Issuing a refund if you decide to adjust the amount owed.