Guide
How to send a polite unpaid invoice reminder
Nobody likes writing the "just following up" email, us included. So at TakeCare we put a ready-made reminder on every sent invoice that's still unpaid. It goes to the same person the invoice went to, with the PDF attached again and the online invoice link, so they have everything they need to pay.
What you need before you start
- A sent provider invoice that's still unpaid. Drafts, paid and archived invoices don't offer a reminder.
- The right role. Owner, coordinator or Billing only. Workers don't see invoices.
Step 1: Open the unpaid invoice
Go to Invoices and open the invoice. You can also start from the invoice's row in the list; the same option is on the row menu.
Step 2: Choose Remind unpaid...
Choose Remind unpaid.... The Unpaid invoice reminder form opens. It goes to the plan manager, or to the self-managed client, the same way Email Invoice... does. The subject starts with Unpaid Invoice, and the PDF and online link are included. The email tells them that if it's already been paid, there's nothing they need to do.
Step 3: Add a short note if you like, then send
Add a line of your own if you want (for example, "Just checking this one came through"). Then choose Send reminder. Reminders go one invoice at a time.
Check it worked
- TakeCare shows Unpaid invoice reminder sent, and tells you where replies will go.
- The reminder is a separate email; it doesn't change the invoice. The invoice stays unpaid until you mark it paid.
When the money arrives
Open the invoice and choose Mark Paid.... Sending a reminder never marks an invoice paid.
Ask Tess to do it
On Professional, Team or a trial, you can type "Send an unpaid reminder for invoice INV-1042" or "remind about Sample Client's unpaid invoice". Tess shows a short preview first. The email only goes when you press Send reminder. Typing "yes" doesn't send it. On Free, use the Remind unpaid... button on the invoice instead.
A connected assistant like Claude can preview the same reminder too. It's sent only after you confirm the preview.
Troubleshooting
| Problem | What to try |
|---|---|
| No Remind unpaid... option | The invoice is a draft, already paid or archived. Send the invoice first, or check its status. |
| Reminder went to the wrong person | It uses the same recipient as Email Invoice.... Fix the client's plan manager or Bill To email, then send again. |
| I typed "yes" to Tess and nothing went | That's expected. Press Send reminder under the preview. |
| The invoice amount was wrong | Don't remind on it. Use New from... to copy it, fix and send the copy, then Archive the original. |
Related guides
- How to turn a completed shift into an NDIS invoice
- How to connect TakeCare to Grok Bot
- How to connect TakeCare to Claude
Get started
New to TakeCare? Join Early Access. That asks for a place on the list. It does not open an account or take payment. You can also see pricing.