Payment Reminders

How payment reminders work

Kairvio can automatically send reminders to customers when an invoice is past due. Once set up, reminders go out on a schedule you choose — no manual follow-up needed on your part.

This means fewer awkward conversations and faster payments, all running quietly in the background.

Set up payment reminders

1. Go to Settings > Notifications > Customer Notifications.
2. Find the Payment Reminders section — described as “Sent when an invoice is overdue.”
3. Toggle on Email and/or SMS depending on how you want reminders delivered.
4. Under Remind on days overdue, select which days to send reminders. Available options are selectable pills — you can activate any combination of:
   • Day 1
   • Day 3
   • Day 7
   • Day 14
   • Day 30
5. Save your changes.

Reminders apply to all overdue invoices automatically. Once a customer pays, reminders for that invoice stop immediately.

Customize the sender name

By default, reminders come from your business name. To make sure customers recognize who the message is from:

1. Go to Settings > Notifications > Customer Notifications.
2. Check the From Name field and update it to match the name your customers know you by.

This is especially important for SMS reminders, where customers may not open messages from unfamiliar names.

Tips

• Start with Day 1, Day 3, and Day 7 as a baseline. This strikes a good balance between being persistent and being polite. Add Day 14 and Day 30 for customers who need more time.
• Pair payment reminders with Stripe online payments so customers can pay the moment they receive a reminder — no checks, no phone calls, just a tap.
• If you’re sending both email and SMS, keep in mind that some customers may respond faster to one channel over the other. Using both increases the chance your reminder gets seen quickly.
• Review your overdue invoices under Money in the sidebar regularly. Reminders handle the follow-up, but it’s still good to know which customers consistently pay late.