This advanced guide covers sophisticated email reminder configurations in Paidnice, including segmentation, scheduling, personalization, and deliverability optimization for Xero and QuickBooks users.
What You'll Learn
Creating multiple reminder sequences for different scenarios.
Segmenting customers using groups and tags.
Personalizing emails with advanced merge tags.
Optimizing delivery timing and tracking performance.
Setting up weekly/monthly recurring reminders.
Creating Advanced Reminder Sequences
Step 1: Plan Your Reminder Strategy
Design a comprehensive sequence:
Invoice sent: Confirmation email.
3 days before due: Friendly reminder.
Due date: Payment due notice.
3 days overdue: First overdue reminder.
7 days overdue: Escalated reminder.
Payment received: Thank you email.
Step 2: Configure Each Reminder
For each reminder in your sequence:
Click Add New Automation Policy → Email.
Name descriptively (e.g., "3 Days Before Due Reminder").
Set trigger timing and select appropriate template.
Configure advanced options:
Action time: 9:00 AM
Weekdays only: Yes
Minimum amount: Optional threshold
Customer Segmentation
Using Groups
Create separate workflows for different customer types:
Navigate to Groups section.
Create new group (e.g., "VIP Customers").
Move selected customers to group.
Build custom reminder policies for that group.
Using Tags for Exceptions
Apply granular control within groups:
Select customers in Contacts view.
Click Apply Tags.
Create tag (e.g., "No Reminders").
In reminder policy, add tag filter:
Go to More Options → Contact Tags
Choose "Exclude contacts with tag"
Weekly and Monthly Reminders
Setting Up Recurring Reminders
Create statement-style reminders:
Add new Statement policy.
Configure frequency:
Weekly: Select day (e.g., Monday)
Monthly: Select date (e.g., 1st)
Choose trigger: Outstanding or Overdue only.
Customize email template for reminder format.
Using Statement Merge Tags
Include account summary information:
{{outstanding_balance}}- Total owed{{overdue_invoice_count}}- Number overdue{{overdue_amount}}- Overdue total{{oldest_overdue_days}}- Days of oldest invoice{{overdue_0_30}}- Amount in 0-30 day bucket
Email Deliverability Optimization
Custom Domain Setup
Go to Organization Settings → Email Preferences.
Add your domain (e.g., yourdomain.com).
Add provided CNAME records to DNS.
Configure sender details:
From address: [email protected]
Reply-to: your email address
Tracking Performance
Monitor delivery metrics:
Delivered: Successfully reached inbox
Opened: Customer viewed email
Bounced: Update contact information
Clicked: Engaged with links
File Attachments
Adding Standard Documents
Upload files in Files section.
In email template, click Attach Files.
Select documents to include:
Payment terms
Company policies
Invoice copies
Automatic Attachments
Configure per reminder type:
Invoice emails: Include PDF and terms
Reminders: Include statement summary
Final notices: Include collection policy
Best Practices
Timing Optimization
Send during business hours (9 AM - 5 PM)
Avoid Mondays and Fridays
Respect customer time zones
Use weekday-only sending
Template Management
Create templates for each reminder stage
Maintain consistent branding
Include clear calls-to-action
Test rendering across email clients
Automation Strategy
Start with draft mode for testing
Monitor first week closely
Adjust timing based on open rates
Document your configuration
Need Help?
For assistance with advanced reminder configurations or custom strategies for your business, contact our support team at [email protected].