Sending Your First Payment Reminder

Learn how to send a payment reminder to a client via WhatsApp or email. This tutorial will help you send your first reminder in just a few minutes.

Introduction

Payment reminders help you get paid on time without awkward conversations. In this tutorial you send one yourself; ClientFlow can also follow up on overdue payments for you once you switch the Payment Reminder automation on (see Next Steps).

Step 1: Navigate to Payments

From your dashboard, click on Payments in the left sidebar. This shows all payments for your clients, both paid and unpaid.

Step 2: Select a Payment to Remind

Find a payment that's unpaid or overdue. Unpaid payments carry an amber status badge and overdue ones a red badge. The reminder button appears on the row of an Unpaid or Overdue payment whenever the client has a phone number saved. For a client with only an email address, or to remind several clients at once, use Reminders in the sidebar instead.

Step 3: Click "Send Reminder"

On the payment's row, click the "Send Reminder" button (on a phone, open the payment's actions and tap "Send Reminder"). The Send Payment Reminder window opens, showing the client, the amount still due and the due date.

Under Send via you'll see:

• WhatsApp - On Free and Starter, ClientFlow opens WhatsApp with the message ready and you tap send yourself. On PRO and above, once you have connected your own WhatsApp Business number, you can choose Automated delivery and ClientFlow sends it for you
• Email - Sent from your connected email account (Gmail, Outlook or SMTP) when you have one
• Both - WhatsApp and email together

Step 4: Customize the Message

The window shows a message preview. By default it is a friendly message in your client's language, filled in with:

• Client's name
• Payment amount
• Payment month and year

To change it, click Customize and pick a Template from your Message Templates, or write a Custom message. Placeholders such as {{name}}, {{amount}}, {{month}} and {{year}} are filled in for the client. The default message works well for most cases.

Step 5: Send the Reminder

Once you're happy with the message:

1. Click the send button. Its label follows your choices: "Open WhatsApp", "Send Email", "Send Both", or "Send Now" for automated WhatsApp
2. For a manual WhatsApp reminder, WhatsApp opens in a new tab with the message ready — tap send there
3. You'll see a confirmation message in ClientFlow
4. The reminder appears under Reminders → Reminder History

Next Steps

Now that you've sent your first manual reminder, you can:

• Switch on the Payment Reminder automation - Overdue payments get followed up for you (Automations; Starter and above)
• Connect WhatsApp Business - On PRO and above, send reminders directly from your own business number
• Check reminder history - Reminders → Reminder History lists what you sent and its delivery status

Congratulations! You've successfully sent your first payment reminder.

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Read time: ~3 minutes | Difficulty: Beginner