Summary
Learn how to create, edit, deactivate, and delete reminder rules in Invoice Automate to prompt action on invoices that are not actioned.
This article covers:
About managing reminder rules in Invoice Automate
Reminder rules help you follow up on invoices that have not been actioned. You can create rules for common scenarios, control who gets notified, and choose whether reminders appear by email or on the dashboard.
Open the Reminders rules list
Use the Reminders page to view all rules and manage their status.
Go to: Settings
Select Rules & Automations
Select Reminders
The reminders page includes two tabs:
Active - Enabled rules
Inactive - Deactivated rules stored for later use
Create a new reminder rule
Create a reminder rule to notify users when an invoice is not actioned after a set time.
Go to: Settings > Rules & Automations > Reminders
Select + New Rule
In Rule Name, enter a name that describes the intent (for example, “PM approval follow-up”)
(Optional) In Rule Description, add extra context for other administrators
In Status, select Active or Inactive
Under To Remind, configure the rule using the fields available for your selected scenario
Select Save
Note: The fields under To Remind change depending on the scenario selected in Create rule for.
Choose a reminder scenario
The Create rule for field controls what the rule targets. Common scenarios include:
In Create rule for, select one of the available scenarios:
An invoice pending property manager’s approval
An invoice for a vacant property
An invoice nearing the due date
Tip: Use clear naming in Rule Name that matches the scenario, so it is easy to manage later from the list.
Configure rule filters and timing
After selecting a scenario, refine the rule using filters and timing options. The available fields can include the following.
Creditor filtering
In Creditor Type, select the most relevant option:
Water
Strata
EFT
Other
Any
(Optional) In Creditor, select a specific creditor if you want the rule to apply only to that creditor
(Optional) In Property, select a property if you want the rule to apply only to that property
Trigger time (when a reminder should start)
In By, select a unit:
Hour(s)
Day(s)
Enter the number of hours or days after which the invoice is considered “not actioned” for this rule
Who should receive the reminder
In User type, select the recipient type:
Assigned PM
Reminder frequency (how often reminders repeat)
In Frequency, select a unit:
Hour(s)
Day(s)
Enter how often the reminder should repeat while the invoice remains not actioned
Choose how reminders are delivered
The Reminder option controls where the reminder appears
In Reminder option, choose one:
Email - Sends reminders by email
Dashboard - Surfaces invoices on the dashboard in the “immediate attention” area
Select Save
Edit an existing reminder rule
Edit a rule when you need to change its scenario, filters, timing, recipients, or delivery option.
Go to: Settings > Rules & Automations > Reminders
Find the rule in the Active or Inactive tab
Select the Edit (pencil) icon
Update the rule settings
Select Save
Deactivate a rule
Deactivate a rule to pause it while keeping it available for later.
Select the Edit (pencil) icon for the rule
In Status, select Inactive
Select Save
Confirm the rule now appears under the Inactive tab
Tip: Deactivating rules is a safer option than deleting when you are testing workflows or expect the rule may be needed again.
Delete a reminder rule
Delete a rule only when you are sure it will not be needed again.
Go to: Settings > Rules & Automations > Reminders
Find the rule in Active or Inactive
Select the Delete (trash) icon
In the confirmation window, select Yes
Note: Deleted rules cannot be recovered. If a rule is required again, it must be recreated manually. Use Inactive instead if you are unsure.