This article provides an understanding of how to create and send fee reminders to parents at regular intervals post invoice due date.
Set up Email Templates for Fee Reminder Emails
Navigate to Email Template in the left panel under Billing and Accounting.
Click on Add Template in the top-right corner to create a new template.
You’ll be directed to the template creation screen:
Template Name: Enter a name for your template.
Reply-to Email Address: Enter the email address where parents can send their responses.
Subject Line: Set the subject line for the email.
Label and Type: From the dropdown, select Automated Fee Reminder.
Email Body: Enter the content of the email in the provided text box. You can format and style the content as needed.
You can use paraphrases or tags (as suggested in the instructions) to personalize the email content.
Once complete, click Save. The template will be listed on the main screen.
You can view all the email templates created for your school by navigating back to the main screen.
Use the filter options to sort by template type or search by template name.
Click on the preview icon next to each template to see a preview.
Once the templates are created, if you wish to set up an automated email that is to be sent to parents follow the below steps
Set up Fee Reminder Automation
Navigate to Fee Reminder Automation under Billing and Accounting in the left panel.
Click Add Email at the top of the screen to send a fee reminder email.
Enter an Email Title (e.g., "To be sent out the same day").
From the dropdown menu, choose the email template you want to use.
Enter the Reply-to Email Address and Subject Line.
Based on the selected template, the details will automatically populate in the description text box.
Select the Day you want the reminder to be sent.
If you set it to Immediate, the reminder will be sent as soon as the invoice is generated.
If you set it to Two Days, the reminder will be sent two days after the invoice is generated.
8. You can also choose to send the reminder as a push notification.
9. Click Save to set the automation. You can create multiple templates for different intervals (e.g., a reminder on the 4th day, another on the 6th day).
How the Automation Works with Payments
If the automation is set to send a reminder after two days, but the parent has already paid on the same day or the following day, and the invoice is marked as Paid, the automation will not trigger.
The automation will only send a reminder if the invoice has not been marked as paid before the scheduled reminder time.
Now you're all set to automatically send fee reminders based on the invoice due date and payment status.
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