Summary
Learn how Invoice Automate uses custom reminders and automation rules to reduce manual follow‑ups and keep approvals moving.
This article covers:
About custom reminders and smart automation
Invoice Automate supports two complementary capabilities: reminders (internal notifications to PMs and optional creditor emails) and automation rules (routing, prioritisation, and, if enabled in your governance, auto‑approval for low‑risk invoices). Together, they surface invoices that need attention and cut manual chasing.
Where settings live
General Settings (tenant‑wide preferences) - Control who is eligible to receive reminders and summaries (e.g., daily PM summary, accounting summary) and configure the Email Invoicing Inbox that collects supplier invoices. Some tenants also include a toggle affecting PM reminder scope
Creditor Settings (per‑creditor / per‑type defaults) - Configure PM reminders by creditor type or individual creditor and (optionally) enable creditor‑facing reminder emails with timing and custom templates. You can also set exceptions (e.g., duplicate‑check exemptions) where available
Routing & approvals (automation) - Automation typically combines amount thresholds, creditor, or portfolio rules to route for review; some tenants enable auto‑approval for low‑risk invoices, complemented by bulk review & approval and duplicate detection.
How reminders work
Property‑manager reminders (internal) - Configured in Creditor Settings (defaults by creditor type/creditor) and influenced by General Settings (e.g., PM summaries, recipient scope). These messages prompt PMs to action invoices before or after due dates
Creditor reminders (external) - Optional supplier‑facing emails that nudge creditors (e.g., when documentation is needed). These are template‑driven and time‑based
How automation supports faster approvals
Rules can auto‑route by amount band, creditor, or property group; where policy allows, low‑risk invoices can be auto‑approved to reduce touches. Use bulk approval and duplicate detection to clear safe items quickly and focus on exceptions.
Tip: Start with conservative thresholds and widen once your audit trail and exception rate look healthy. This mirrors broader AP automation best practice.
Monitoring outcomes (dashboard & history)
Use the dashboard and invoice categories to triage overdue items, issues, or items that need review. Open an invoice’s history/audit view to see rule‑triggered actions, status changes, and approver decisions, critical for audit readiness.
Related settings that impact reminders
Email Invoicing Inbox (General Settings) - Add all forwarding addresses that send invoices into IA; this improves matching and reduces exceptions
Integrations (e.g., MRI Property Tree) - Ensure that Authorised Creditors and BPAY references are correct to prevent misrouting and payment errors; note that two-way synchronization is supported.