To send an invoice, open it and click Send Invoice (or Re-send Invoice on an invoice already sent). PSS uses your Invoice Message (see 6.3), and the invoice moves to Sent. If Stripe is connected, the client can pay online directly from the message.
The Send Invoice dialog
The dialog shows one card per channel, each with an on/off switch:
- Email (on by default) — the Email Address (pre-filled from the client profile), the Subject (pre-filled as Invoice #N from [Your Company]), and the Message. The email carries a button that opens the invoice in the client’s browser, and PSS records when the client views it.
- SMS — the Mobile Number (pre-filled from the client profile) and a short Message containing a link to the invoice.
- WhatsApp — appears only when WhatsApp integration is connected; the message is a pre-approved template shown read-only.
Turn on the channels you want, check the fields, and click Send. At least one channel must be on. If the client has already viewed an earlier copy, a Reset to not viewed by client checkbox lets you clear the viewed flag when re-sending.
Note: On a Late invoice the same button reads Send Reminder and uses your Reminder Message; on a Paid invoice it reads Send Thank-you and uses your Thank-You Message. The dialog works the same way in each case.
How automatic reminders work
Once an invoice is past due, PSS chases it for you so you do not have to:
- A first reminder is sent automatically once the invoice is the set number of days late (default 3 days past the due date).
- After that, the reminder is re-sent on a repeating interval (default every 7 days) for as long as the invoice stays unpaid.
- Reminders use your Reminder Message wording (see 6.3), and they stop automatically as soon as the invoice is paid.
A few things to know:
- Reminders only go out for invoices that are Late with a balance owing. Drafts, paid, and written-off invoices are never reminded, and at most one reminder is sent per invoice per day.
- An invoice with an ACH payment still processing is not reminded—from the client’s point of view it is already paid (see 6.13).
- The schedule is a company-wide setting, but you can exclude an individual client with Send Invoice Reminders? → No on their profile (see 6.3, Per-client overrides).
- You can always send a one-off reminder manually from any late invoice with the Send Reminder button, whether or not automatic reminders are on.
Turning automatic reminders on or off
- Open Invoices → Configure → Messages and click the Reminder Message tab.
- Find the Reminder Schedule line: “Once invoice is [N] day(s) late and every [M] day(s) after.”
- To turn reminders on, tick the checkbox and set the two numbers — N (days late before the first reminder) and M (days between repeats).
- To turn reminders off, untick the checkbox.
- Click Save Messages.
Note: When the checkbox is unticked, PSS sends no automatic reminders. You can still send reminders by hand with Send Reminder on an individual late invoice.