Invoice collections and due reminders

Open Finance → Due dates & reminders to work through issued invoices, paid invoices, drafts and voided records. Filter by the invoice’s due date, search an invoice, client or project, and continue through the bounded pages. Dates include the chosen UTC calendar dates. New invoices created after a paginated view began appear after refresh.

Payment truth and manual instructions

Paid and outstanding are calculated from recorded principal, confirmed checkout evidence and immutable corrections. Refunds do not silently create a new debt. A historical paid flag is labeled as historical evidence; opening this view does not manufacture a new ledger payment. Use the linked ledger to reconcile money actually received.

Open Instructions & reminders on one invoice. Enter plain-text bank-transfer, check or other payment instructions, review their preview, and explicitly approve the save. Instructions appear on the current client payment page while that issued invoice can accept payment. They do not rewrite its frozen terms or mark money as paid. Do not put passwords, account login codes or private business notes in client instructions.

Booking-journey and mini-session invoices keep their own ordered client and reservation access. Generic collection reminders and manual instructions cannot bypass those flows.

Reviewed due-date reminders

Reminders start off. Enable them for the current primary client email, choose up to five offsets from 30 days before to 30 days after the due date, and choose a local sending time between 08:00 and 19:59. Positive offsets mean days before the due date; negative offsets mean days after. Review the subject, wording, invoice link and payment instructions before approving. Reminder enrollment requires both finance-write and message-write authority.

The worker uses the current lower unpaid principal before its first attempt. It stops for a settled invoice or an active or unresolved payment attempt. Changes to invoice terms, primary email or business reply identity require renewed review. A paused workspace, disabled feature or inactive email provider does not authorize dispatch.

There is at most one reminder per invoice and local calendar day, even if settings are changed or a client resumes reminders. The sending window ends at 20:00 local time. Missed days are not sent as an overnight catch-up. Daylight-saving transitions use the selected IANA timezone.

Recipient control and delivery recovery

The invoice page lets its recipient stop reminders explicitly. Staff cannot override that stop by saving another policy. The recipient can permit the business’s configured reminders again from the same invoice page after reviewing the current invoice. An already accepted email cannot be recalled.

The private history distinguishes queued, sent, delivered, failed, cancelled and uncertain attempts. A timeout does not prove an email failed. A retry keeps its exact retained content and provider idempotency key. If the balance or reviewed source changes after an uncertain attempt, it is held for investigation instead of sending different content under that key. Exact verified delivery callbacks can reconcile an original attempt later.

Failed or suppressed delivery pauses the invoice’s policy for recipient review. Provider-sent or delivered does not mean read, paid or booked. The final activation phase must configure the sender, worker schedule, signed delivery callbacks and feature gate, then rehearse real sandbox delivery before enabling this feature in production.