Band Pencil can automatically send reminder emails to clients about invoices, quotes, and contracts based on their due date. This helps ensure clients are reminded at the right time without you having to manually chase them.
Document reminders are automated emails sent to your client based on the due date or expiry date of a document. You can configure reminders for:
Once enabled, Band Pencil will check your documents daily and send reminders when they match your settings.
Reminders are sent based on the number of days you configure. Band Pencil calculates this using the document's due or expiry date.
Reminders are calculated using your account’s timezone. This ensures reminders are sent on the correct day regardless of where you are in the world. The system will only process reminders after 9am in your account’s timezone, so your clients don’t receive emails too early in the morning.
The reminder is sent to the client email address attached to the event. The email's reply to is set to the person who manages the event, so the client knows who it is from.
It's completely up to you as to what a reminder email contains. We don't by default include anything else in the email apart from your text, but it will be sent using the standard Band Pencil email template. Reminder emails can include dynamic information using merge tags such as:
| Tag | Description |
|---|---|
%client.name% |
Client name |
%document.name% |
Name of the invoice, quote, or contract |
%document.amount% |
Invoice or quote amount |
%document.due% |
Invoice due date |
%document.sign_by% |
Contract sign by date |
%document.expires% |
Quote accept expiry date |
%document.link% |
Direct link for the client to view the document |
%event.name% |
Event name |
%event.date% |
Event date |
%user.first_name% |
Sender first name |
%user.last_name% |
Sender last name |
Only use the tags which are available to you when editing the reminder email.
Band Pencil keeps a record of every reminder sent to prevent duplicate emails. This ensures:
However, if the due date or expiry date of a document is changed, Band Pencil treats it as a new reminder schedule. This means if an invoice, quote, or contract due date is updated Band Pencil will check the new date and reminders may be sent again based on the updated timeline. This behaviour ensures reminders remain accurate if document deadlines change.
Reminders will only be sent for documents that are still active. For example:
Reminders are only sent if the invoice:
Reminders are only sent if the quote:
Reminders are only sent if the contract:
If your account includes email branding features, reminder emails will include your default email header image. If your account is on a plan which does not support branded emails the default Band Pencil branding will be used.