Invoice Chasing (legacy)

This document is for our legacy chasing system. If you are using the legacy system and want to move to the new chasing system then please contact Invoiced Support

Invoiced lets you send automatic reminders to your client for outstanding invoices according to the schedule you specify. We call this feature chasing.

Chasing can help you close the gap on getting paid by reminding customers to pay. In order to start chasing invoices you must set up a schedule and then turn enable chasing for the invoices you want to chase.

You must specify the schedule that you want your invoices to be chased with. We will stop chasing an invoice once the schedule is finished or when the invoice is paid or closed.

Chase schedules are defined as a series of steps each specifying when an invoice reminder should be sent. Your chasing schedule can be built from the following types of steps:

We will then only chase invoices that have chasing enabled on the invoice. Once the schedule has been completed or the invoice is paid or closed then chasing will stop.

First you will need to enable chasing for your account in the settings and set up a schedule.

Go to Settings → Chasing. Flip the Allow Chasing toggle.

Now we are ready to set the chasing schedule in order to instruct Invoiced exactly when to send reminders. Click on + Step to add your first and subsequent steps to the chasing schedule.

You can remove existing steps or add new ones easily. We will automatically sort the schedule for you.

When finished click Save. Chasing is now enabled for your account. All that's left is to enable chasing on the invoices you want chased.

When creating a chasing schedule, you can also select a method to initiate a response based on chasing objective. These methods include:

Send a Reminder - Sends a reminder to the customer based on chasing objective

Flag the Invoice - Flags invoice in Invoiced to be filtered in reporting as well as flagged on invoice for the customer.

Invoices flagged will be considered an invoice that "Needs Attention". Invoices that need attention will be marked on the invoices outstanding page with an attention icon.

You can also filter your invoices by invoices that need attention with the needs attention filter.

When accessing the invoice, the action item will be placed on the invoice and can be marked as "resolved" to remove the action item.

When drafting an invoice you can turn on chasing by clicking Options at the top of the screen and enabling the Chasing setting.

If the invoice has already been created then you can simply click Enable under the Invoice Details section (next to where it says Chase: No). Your invoice will now be chased according to the schedule you set up. The next chase date will be shown in the Invoice Details section.

If you want chasing enabled by default when drafting new invoices then you enable the Chasing setting in Settings → General → Defaults.

The email template used for chasing reminders depends on the invoice's status.

You can learn more about customizing email templates in the Emails Guide.

In addition to the global chasing schedule, you can also schedule arbitrary follow ups on a specific invoice. You might use this if you want to follow up on a specific invoice far into the future. Simply schedule the follow up and Invoiced will do it for you when it's time!

Scheduling invoices to be sent into the future only requires that chasing is enabled globally. It does not require you to set up a chasing schedule. Follow these steps in order to schedule a follow up for an invoice:

Here are a few examples how Invoiced will behave given a chasing schedule.

Given the following schedule:

Let's say our invoice is due on September 10th. Or client will receive a reminder the week before it is due, on September 3rd. If it still is not paid then on September 15th they will receive a late payment reminder.

Given the following schedule:

Like the previous example our invoice is due on September 10th. As with the previous example they will receive a reminder the week before. They will receive another reminder on the due date, September 10th, if the invoice is still not paid. By September 15th if they still have not paid then they will receive a late payment reminder, and again every 5 days until the invoice is paid or closed.

Given the following schedule:

Any invoice that is issued in the system will be sent automatically (approximately 1-2 hours after the issue date). If an invoice is issued with a date of September 10th then it will be sent on that day.