Setting Up Your First Reminders

Setting Up Your First Reminders

Email reminders are at the heart of Solido. A reminder rule defines when, how, and what Solido sends to your customers to chase outstanding invoices. By setting up a sequence of reminder rules, you can automate your entire collections process from the first gentle nudge through to a final overdue notice.

What Is a Reminder Rule?

A reminder rule is a set of instructions that tells Solido exactly how to handle a specific stage of your collections process. Each rule specifies:

• Timing: When the reminder should trigger, defined as a number of days relative to the invoice due date (for example, 3 days before, on the due date, or 7 days after).
• Schedule: Which days of the week and times the reminder is allowed to send. You can use Solido's default schedule or create a custom one.
• Sender: Which connected email mailbox the reminder should be sent from.
• Email Rules: Instructions that control the tone, content, and style of the generated email.

Creating a Reminder Sequence

Most businesses benefit from a multi-stage reminder sequence that starts friendly and becomes progressively firmer. Each stage is a separate reminder rule with its own timing and email rules. Here is an example of a four-stage sequence:

1. Upcoming Reminder (3 days before due date): A polite heads-up letting the customer know their invoice is coming due soon. Friendly and brief in tone.
2. Due Date Reminder (on the due date): A clear notification that payment is due today. Professional and direct.
3. First Overdue Notice (7 days after due date): A firm reminder that the invoice is now overdue. Emphasises the outstanding amount and requests prompt payment.
4. Final Notice (14 days after due date): A serious notice warning that further action may be taken if payment is not received. Formal and urgent in tone.

You can create as many or as few stages as your business requires. Some businesses use just two stages, while others may have six or more.

Configuring Email Rules

Email rules give you control over how Solido generates the content of each reminder email. Rather than writing a fixed template, you provide instructions and Solido crafts a professional email tailored to each invoice. For each reminder rule, you can configure:

• Tone: Set the tone from friendly and conversational to formal and firm. Early reminders typically use a lighter tone, while overdue notices are more serious.
• Length: Choose whether the email should be short and concise or longer and more detailed.
• What to Emphasise: Tell Solido what to focus on, such as the invoice amount, the due date, payment instructions, or the consequences of non-payment.
• Phrases to Include or Avoid: Specify particular phrases you want included in the email or language you want Solido to avoid.

Using Default or Custom Schedules

Solido provides a default sending schedule that sends reminders on weekdays during business hours. This works well for most businesses. However, if you need more control, you can customise the schedule for each reminder rule. For example, you might choose to send early reminders only on Mondays and Wednesdays, or restrict sending to mornings when open rates are highest.

Creating, Editing, and Deleting Reminders

All reminder management happens in Settings → Reminder Rules. From this screen you can:

• Create a new reminder: Click Add Reminder and fill in the timing, sender, schedule, and email rules.
• Edit an existing reminder: Click on any reminder rule to update its settings. Changes take effect immediately for future sends.
• Delete a reminder: Remove a reminder rule you no longer need. Any invoices that were queued for that reminder will not be sent.
• Reorder reminders: Arrange your reminder rules in the sequence you want them to execute so you can visualise your collections timeline at a glance.

Once your reminders are set up, Solido handles the rest automatically. It monitors your invoices, applies your rules, and sends the right email at the right time, so you can focus on running your business instead of chasing payments.