IT service providers combine recurring monthly contracts with one-off project and hardware invoices, so the reminder schedule has to work for both: early enough for project invoices that need approval, light enough for routine contracts. In RemindCash, contracts become monthly recurring receivables and projects become individual receivables; all of them follow your company's editable reminder schedule. Reminders go out in your company's name and stop when the payment is recorded.
How payments usually work
- Monthly managed-service or support contracts, often per seat or per device.
- Project work billed at milestones, sometimes with 30-day terms.
- Hardware and licence resales with their own due dates.
- Business customers whose invoices pass through approval or accounts payable.
A reminder schedule that fits
| Step | When | Why |
|---|---|---|
| Early heads-up | 7 days before | Gives a customer's approval process time to work |
| Due today | On the due date | Neutral reminder |
| First follow-up | 3 days after | Friendly |
| Second follow-up | 10 days after | Direct |
| Last follow-up | 21 days after | Firm and factual |
RemindCash uses one schedule for the whole company — up to five steps, from 30 days before to 30 days after the due date. Pause an individual receivable when a customer needs an exception.
Setting it up in RemindCash
- Import customers and open invoices from CSV or Excel exported from your PSA or billing tool.
- Create monthly recurring receivables for contracts; add project invoices as separate receivables.
- Set your company's reminder schedule — up to five steps, send hours, and whether weekends are skipped.
- Approve templates with the customer's name, amount, due date and your payment link.
- Record payments and partial payments; pause or mark a dispute when a customer queries an invoice.
RemindCash has a versioned REST API for creating receivables and recording payments; it is built and documented but not yet open to the public.
Example reminder
Good practice
- Send reminders to the accounts-payable contact, not only to the technical contact.
- Mention the approval process in the first reminder for larger invoices.
- Stop reminders while a support issue linked to an invoice is open.
What RemindCash does not do
It does not create invoices, integrate with PSA or accounting tools today, or collect payments. SMS and WhatsApp are not open yet.
FAQ
Can I import open invoices from another system?
Yes, from CSV or Excel. Rows are validated and errors shown before anything is saved.
Can contracts be billed weekly?
Recurring receivables can be weekly or monthly.