Billing Alerts in InvoiceXpress

InvoiceXpress released a new version of Billing Alerts, making it simpler and more efficient to remind your customers about outstanding payments.

What are Billing Alerts?

A Billing Alert is a reminder email sent to your customers requesting payment of an outstanding balance. In InvoiceXpress, you can configure these alerts to fit your preferences. Billing Alerts help keep your financial management more organized and reduce late payments from customers.

How to configure Billing Alerts?

To configure the alerts, follow these steps:

1. Go to Settings (on the left-hand vertical bar);
2. Click Billing Alerts, under "Customization";

Define which customers will receive the alerts:

• All customers by default.
• Specific customers.

Choose the condition for sending the alert:

• Whenever there is an overdue balance.
• Whenever there is an outstanding balance.

Set the sending frequency:

• Weekly, Biweekly, or Monthly.
• Choose the day of the week and the time of day (morning or afternoon).

Customize the alert email:

• Edit the email template with the information you want to send to the customer.
• Use dynamic variables to include personalized customer information.
• Preview the email the customer will receive.
• Save your changes and the alert will be ready to be sent automatically.

Common questions:

❓If I set up the alerts, when will the first emails be sent?

The date the first alerts are sent depends on the day you set them up, the day of the week you selected, and the frequency chosen.

🔹 Example with weekly frequency:

If you set up the alerts on a Friday and choose Mondays for sending, the first emails will be sent on the following Monday.

In other words, there's always a gap until the next scheduled send based on your configuration.

🔹 Example with biweekly frequency:

If you set it up today and choose Monday as the send day, the first alerts will be sent in 15 days, on a Monday.

Even if there are already customers with outstanding or overdue balances, alerts will only be sent on the date matching the frequency and day you defined.

❓How does the customer receive the alert?

The customer will receive an email with information about the outstanding balance and a link to view the list of open documents.

❓How to disable Billing Alerts?

If you don't want to send alerts to a specific customer or to all customers, simply select the "Don't send" option.

Do the "Default" settings affect per-customer settings?

No. If an alert for a specific customer is already set, that setting takes precedence. The "Default" settings only apply to customers without a specific configuration.