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Payment Reminder

How the payment reminder works by automatically detecting unpaid sessions, which payment statuses are checked, and configuration options.

5 min

Beginner

Overview

The payment reminder is triggered when sessions with your clients remain unpaid beyond a certain period. The system scans sessions with "unpaid" or "link sent" payment status and creates reminders for those exceeding the day threshold. It appears as an orange card in the Follow-up tab on the Home page.

Tip

This rule runs on a schedule — the system checks all your clients’ payment statuses during the daily scan. It does not trigger instantly when you create a session or receive a payment.

Why Does It Matter?

In a busy practice, manually tracking the payment status of every session can become difficult. Especially for therapists working with many clients weekly, unpaid sessions can easily slip through the cracks.

This reminder automates payment tracking to prevent revenue loss. It detects unpaid sessions and notifies you to follow up with the client — so you can have timely financial conversations.

How It Works

During the daily scan, the system checks each client’s session and payment statuses.

Active clients are scanned

Completed sessions for all active clients are listed.

Payment status is checked

Each session’s payment status is checked. Sessions with "unpaid" or "link sent" status become candidates.

Day threshold is checked

Sessions older than the configured day threshold (default: 7 days) since the session date are filtered.

Reminder is created

If a client has overdue unpaid sessions and there is no active/snoozed reminder for the same client, all unpaid sessions are grouped into a single reminder card.

Tip

One reminder is created per client. If a client has 3 unpaid sessions, you’ll see a single card showing "3 unpaid sessions" — not 3 separate reminders.

Which Payment Statuses Are Checked?

The system only checks sessions with the following payment statuses:

Unpaid

Sessions where no payment has been received or no link has been sent.

Link Sent

Sessions where a payment link was sent but payment has not been completed.

Tip

Sessions that are paid, cancelled, or in any other payment status do not trigger this reminder. Cancelled sessions and no-show sessions are also excluded.

Which Sessions Are Checked?

For a session to be included in the payment reminder, all conditions must be met:

Session must not be cancelled.

Session must not be marked as no-show.

Session date must exceed the day threshold (default: older than 7 days).

Payment status must be "unpaid" or "link sent".

Client must be active (archived clients are excluded).

Recurring Behavior

The payment reminder is a recurring rule. After a reminder is completed, a 7-day cooldown period begins:

A client has 3 unpaid sessions → reminder is created.

You complete the reminder → 7-day cooldown begins.

Cooldown expires but there are still unpaid sessions → a new reminder is created.

All sessions are paid → no reminder is created.

Tip

This behavior ensures unpaid sessions are continuously tracked. Completing a reminder does not mean payment was received — it just means "acknowledged".

Payment Communications

After completing a payment reminder, learn how to send payment links or reminder messages to your client in the Payment Communications guide.

Quick Actions on the Reminder Card

The reminder appears as a notification in the Follow-up tab; from the card, you can do the following with a single tap:

Send Reminder

Opens the Payments page and navigates to the client’s overdue payments.

Configuration

You can adjust this rule to fit your clinical approach.

Tools → Smart Reminders

Go to the rules page from the top menu.

Click the rule's gear icon

Click the gear icon next to the rule you want to edit.

Set the day threshold

Choose how many days after a session the reminder appears.

Edit the reminder text

Write the text shown on the card in your own words.

Settings

What each setting does and its default value are summarized below.

Day Threshold

How many days must pass since the session date. Sessions older than this threshold with unpaid status will be included in the reminder.

Default: 7 days

Reminder Text

Edit the text displayed on the reminder card (max 120 characters).

Default reminder text

When the reminder triggers you see the default text below, which you can edit however you like.

"Overdue unpaid sessions have been detected. Check the payment status."

Tip

Lowering the day threshold means earlier reminders; raising it means later reminders. For example, setting it to 3 creates a reminder when 3 days have passed since the session.

Frequently Asked Questions

When is this reminder triggered?

It is triggered during the scheduled daily scan. It does not fire instantly when you create a session or receive a payment — conditions are evaluated at the next daily scan.

What is the difference between "unpaid" and "link sent"?

Unpaid means no action has been taken on the session’s payment. Link sent means a payment link was sent to the client but payment has not been completed yet. Both statuses trigger this reminder.

Does the reminder automatically disappear after the client pays?

No. When payment is received, the existing reminder does not automatically disappear — you need to complete it separately. However, at the next scan, that session will no longer be unpaid, so no new reminder will be created.

If a client has multiple unpaid sessions, how many reminders are created?

A single reminder is created. The system groups unpaid sessions by client and shows the total count on the card. For example: "3 unpaid sessions".

I completed the reminder but there are still unpaid sessions. What happens?

A 7-day cooldown begins. When the cooldown expires, if there are still unpaid sessions, a new reminder will be created.

What happens if I set the day threshold to 0?

Every completed session that is unpaid will generate a reminder at the next daily scan. This can create too many reminders, so at least 3–7 days is recommended.

Are cancelled sessions checked?

No. Cancelled sessions and no-show sessions are excluded from this reminder.

Do archived clients get reminders?

No. Only active clients are evaluated. Archiving a client means their unpaid sessions will not generate reminders.

Can I pause this rule for a specific client?

Yes. Use the ⋯ menu on the reminder card and select "Pause for this client".

I received cash or bank transfer but the system still shows "unpaid". What should I do?

You need to manually update the session’s payment status to "paid" from the Payments page. The system only looks at the payment status — it cannot know how payment was received.

If I change the reminder text, do existing reminders update?

No. Text changes only affect newly created reminders. Existing reminders keep the text from when they were created.

Can multiple reminder types trigger for the same client at the same time?

Yes. Each rule works independently. If a client has both unpaid sessions and a progress evaluation need, two different reminders can be created simultaneously.

If I change the day threshold, are existing reminders affected?

No. The threshold change only affects new reminders from the next daily scan onward. Existing reminders remain with the conditions they were created under.

Can I completely disable this rule?

Yes. On the Tools → Smart Reminders page, use the toggle next to the rule to enable or disable it. When disabled, no new reminders are created; existing reminders are not affected.