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Payment Reminders

What are Payment Reminders?

Payment Reminders automatically notify customers about upcoming, due, or past-due payments through the Toolbx platform.

This feature reduces manual collections by sending timely messages via email or SMS — optionally including a Payment Request link so customers can pay right away.

How Payment Reminders work

Dealers manage reminders from the Payments > Reminders section in Dealer Admin. Reminders can be configured as either standard (predefined) or custom (built by Toolbx on request).

Standard reminders

  1. Past-Due and Outstanding Balance (includes an explicit Payment request, active by default)
  2. Statement Due (inactive by default, no associated request)
  3. Invoice Due (inactive by default, no associated request)
  4. Early-Pay Expiring (inactive by default, no associated request)

Each reminder template includes logic for when and why it triggers (e.g., invoice issued, balance overdue), plus the copy that gets sent to the customer.

Managing Payment Reminders

Each reminder record includes:

  • Name – identifies the reminder.
  • Type – standard or custom.
  • Status – active or inactive.
  • Includes Payment Request – yes/no.
  • Trigger Logic – when it runs and why.
  • Communication Copy – the email and/or SMS message sent to the customer.
  • Run History – past sends, open rates, and conversion rates.
  • Enrolled Accounts – accounts included in the automation.

Dealers can activate, deactivate, or view the run history of reminders at any time from Payments > Reminders.

Custom Reminders

Custom reminders can be configured by Toolbx on request.

To set one up, you’ll need to provide:

  • Logic:
    • Triggers — when it should send (e.g., time of day, day of week/month).
    • Conditions — balances, invoices, or statements that qualify.
    • Action — what happens when triggered (e.g., send message, include payment link).
  • Communication:
    • Email subject and body.
    • SMS message content.
  • List of enrolled accounts:
    • Which customers should receive the reminder.

Note: There’s no limit to how many custom reminders you can have configured.


Permissions

Payment Reminders can be viewed and managed by anyone with the following permission:

  • Create Payments

By default, this permission is available for users with the following Roles:

  • Dealer Admin
  • Finance
  • Accounting
  • E-Commerce
  • Sales Rep

This permission is included by default for Dealer Admin and Finance roles.

FAQs

Can I send a one-off Payment Reminder manually?
No — reminders currently run automatically based on their logic.

Can I edit reminder timing or message copy myself?
No — for now, edits must be handled by Toolbx. Reach out to our team to set up.

Can reminders include a Payment Request link?
Yes. Any reminder can include a direct payment link if configured to do so.

Can I see if customers paid after receiving a reminder?
Yes. Each reminder’s Run History tracks sends, responses, and conversion rates.