They’re designed to reduce mental load — so you don’t have to remember which invoices are outstanding or when to follow them up.

This article explains how payment reminders work and how to manage them.

What are payment reminders?

A payment reminder is linked to an invoice that hasn’t been paid yet.

They help you:

• Keep track of unpaid invoices

• Avoid missed or late payments

• Stay organised without checking each invoice manually

Payment reminders are optional and fully controlled by you.

Payment reminder options

When viewing an invoice, you’ll see a toggle labelled “Remind me to pay this invoice”.

When you switch this on, you’ll be prompted to choose how you’d like to be reminded.

You’ll always see the invoice on the Need to Pay list on your Board.
The reminder options simply control whether you also receive email reminders.

Reminder options explained

You can choose one of the following:

Show on board only (no emails)

• The invoice appears in the Need to Pay list on your Board

• No reminder emails are sent

• This is ideal if you prefer to manage payments visually inside Capsure

Daily email reminders

• The invoice appears in Need to Pay

• Reminder emails are sent to your personal email address every day

• Useful if you want frequent prompts until payment is made

Weekly email reminders

• The invoice appears in Need to Pay

• Reminder emails are sent to your personal email address once a week

• A lighter-touch option for longer payment timelines

Editing a payment reminder

If you’d like to change how often you’re reminded, you don’t need to start over.

You can:

• Click the edit (pencil) icon next to the reminder method

• Choose a different reminder option

Your changes take effect immediately.

Turning off a payment reminder

Once an invoice has been paid (or if you no longer need reminders), you can turn the reminder off at any time.

To do this:

• Switch the “Remind me to pay this invoice” toggle off

When you do this:

• All reminder emails stop

• The invoice is removed from the Need to Pay list

• The invoice itself remains in Capsure for record-keeping

There’s no impact on claims or invoice details.

How payment reminders fit into your workflow

Payment reminders are designed to be supportive, not intrusive.

• Every unpaid invoice can live in Need to Pay

• Email reminders are optional

• You’re always in control of frequency — or whether emails are sent at all

Use them in whatever way best suits how you manage payments.