Payment Reminders & Receipts

JourneyFuse can send branded emails to your clients for payment reminders and receipts. These are triggered from the invoice page and use your workspace's branding automatically.

Sending a Payment Reminder

For Split Invoices (Per-Traveler)

When an invoice has traveler shares, each traveler row in the shares table has a Send Reminder action. Clicking it sends a branded email to the client that includes:

• The traveler's name
• Their outstanding balance
• A direct link to the traveler's personal invoice page

This is useful when one traveler has paid but another hasn't — you can remind just the person who still owes.

For Standard Invoices

Use the Send Invoice button on the invoice detail page to email the full invoice to your client. This marks the invoice status as Sent and delivers a branded email with a link to the public invoice page.

Automated Reminder Schedules

Automatic reminders live in Automations → Payment reminders (the Payments section of the Automations page). They send one email for each scheduled payment and planning fee still owed, keyed to that payment's due date, and only while its invoice is out and unpaid. An owner or admin sets them for the agency; a solo advisor sets their own.

• The days. New workspaces start at 3 days before the due date, on the due date, and 3 and 7 days after. Add a reminder adds 1, 3, 5, 7, 10 or 14 days before, or 0, 1, 3, 7 or 14 days after; the × removes one.
• Send or Ask me first, per day. A day set to Ask me first holds its reminders on the Payment reminders page until you send or skip them, and skips any the client pays in the meantime.
• The wording. Each day shows Standard wording or Your wording; the pencil edits it.
• One invoice. The reminder control next to Payment schedule shows the next reminder. Open it to see every reminder date for each unpaid payment on that invoice, any final payment emails coming from the trip, and to pause reminders for that invoice. Use different days here gives that one invoice its own days, and Use agency schedule puts it back. Change for all trips opens this page.

A reminder for a final payment that has no card authorization yet includes a card authorization link, so the client can sign for the balance from the reminder itself. Days set to Ask me first don't include it. On a split invoice each traveler gets their own share. After the due date, nothing more is sent once the client has authorized a card.

These reminders go out in one run early each morning, US time. They don't follow Automations send at, which applies to trip and client automations.

The same page has the client chases under Waiting on a client: Card authorization chase and Insurance waiver chase. You can change their wording and choose Send or Ask me first; their timing is fixed.

Late fees on overdue payments

Any reminder that goes out after the due date can add a late fee. On the Payment reminders page, click Late fee on that reminder, choose Flat amount or Percentage, enter the fee and click Save. The reminder then shows the fee, for example +$25 fee.

• Grace period: the fee is added on the day that reminder goes out. Put it on the 7-days-after reminder and clients have a week before any fee.
• How many fees: each reminder with a fee adds one, once per payment. Put a fee on two reminders and a client can be charged at most two.
• Automatic or your approval: a reminder set to Send adds its fee on its own. A reminder set to Ask me first adds it only when you send that reminder. Skip it and no fee is added.
• What the client sees: the fee appears as its own Late fee line on the invoice, the overdue payment goes up by the same amount, and the reminder email says a late fee was added and what is now due.
• Percentages are taken of the payment still owed, never of an earlier late fee.
• Waiving a fee: delete the Late fee line on the invoice. The payment goes back down to what it was.

Late fees are not added on split invoices, on Group Funds payments, or once the client has authorized a card for that payment.

Final payment emails from Every trip

Your Every trip final payment emails are listed on Automations → Payment reminders too, marked Final payment only, in date order with your other reminders. Use Send or Ask me first, the pencil to change the wording and day, or the × to remove one. Add a reminder adds a new one. Every trip shows a single Payment reminders line that links here.

These emails count from the trip's final payment date, not from each payment on the invoice, so they also reach clients on trips with no payment schedule yet. Pause on an invoice doesn't stop them.

Other automations, such as a supplier's, can carry their own payment emails, and the page lists which ones do. A trip automation's payment email to the client or their travel party sends as scheduled, except on a day a Payment reminder for that trip also goes out, so a client never gets two in one day (a reminder day set to Ask me first doesn't count). An email you send with Send now, or approve, always goes.

Automatic Payment Receipts

When a payment is recorded, you can send a receipt email to the client. The receipt includes:

• The payment amount
• The traveler's name (if the payment is assigned to a specific traveler)
• The remaining balance after the payment
• A link to view details on the public invoice or traveler share page

Receipt emails are sent through the same branded email system as reminders.

Email Branding

All payment emails — reminders and receipts — use your workspace branding:

• Agency name in the email header
• Logo displayed at the top (if configured)
• Accent color applied to the call-to-action button
• Professional template wrapper with consistent styling

Configure your branding in Settings → Agency & Branding (logo, accent color, and agency name).

What the Client Sees

Each payment reminder carries Your invoice at a glance: what's paid so far, this payment and its due date, and what's left after it, with a bar showing how much is paid. Under the Review & Authorize button a View your full invoice link tells the client the button opens the whole invoice, with every line item, ready to download or print.

Every trip's final payment emails end with Your trip at a glance (trip total, paid so far, still owed), plus a View invoice button when your wording doesn't already have one. A trip with nothing recorded yet gets no figures, and the Amount Due line drops out rather than showing $0.00. A group participant or a traveler on a split invoice doesn't get the trip-wide summary, since they're quoted their own share.

If a payment lands between when a reminder was written and when it goes out (for example, one you set to Ask me first), the reminder isn't sent with old figures. It shows as Not sent · the invoice changed, and you can send a fresh one from the invoice.

The links in reminder and receipt emails take the client to a public page — no login required. The page shows:

• Amount owed or share balance
• Full payment history for their portion
• Your agency's branding and contact information
• A Paid in Full badge when the balance reaches zero

Related

• Invoices — creating and sending invoices
• Split Payments & Traveler Shares — per-traveler payment links and reminders
• Automations — trip automations, and how their payment steps relate to these reminders