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Send manual or automatic payment reminders in HoneyBook

Use HoneyBook to send manual or automated payment reminders so clients stay on track—and you get paid faster and more reliably

When reminding a client to complete a payment, it can be tackled automatically by HoneyBook or handled manually by you.

Set up automatic payment reminders on the web

Automatic reminders help you stay on top of payments without needing to follow up manually. You can also personalize the message to match your tone.

To enable automatic payment reminders:

  1. From the navigation menu, select Settings > Company settings

  2. Select the Preferences tab

  3. In the Payment reminders section, turn on the reminders you want to send automatically

  4. To customize a reminder, select Edit email next to it

  5. When you’re done editing, select Save

📣 Note

All reminders (except for Recurring/Autopay) are only for standard invoices (e.g., Overdue +7 reminder). To send reminders for recurring invoices, turn on the Recurring/Autopay reminder.

Notes about automatic payment reminders

  • By default, all automatic payment reminders except milestone based due dates will be turned on

  • You can customize which automatic payment reminders are sent by turning each one on or off

  • You can customize the text of automatic payment reminders

  • Automatic payment reminders will be sent only for booked files (contract signed or payment made)

  • All payment reminders, except for recurring and autopay, will be sent to all client and collaborator project participants. Recurring and autopay reminders will send only to the client whose card is on file.

  • If your invoice and contract are contained in the same smart file, automatic payment reminders can't be sent if the invoice comes after the contract

  • If a file has more than one upcoming payment, reminders only go out for the next payment due. Reminders for later payments — whether automatic or manual — won't send until the earlier ones are completed.

Manually send payment reminder

You can send manual reminders from both web and mobile. This is useful if you want to send a one-off reminder or if automatic reminders are turned off.

On the web

  1. Use the search bar to find the relevant file or go to Projects and select the project

  2. Open the file that contains the payment

  3. In the Action Summary section, locate the payment

  4. Select the three-dot icon > View payment details

  5. In the Payment reminder emails section, select Send reminder now

The reminder will be sent to all project participants. If you only want certain participants like only one of the clients in the project, create a related workspace.

In the mobile app (iOS and Android)

  1. Open the project:

    • Search using the search icon, or

    • Select it from the Projects tab

  2. Go to the Files tab

  3. Open the smart file containing the payment

  4. Under Action Summary, tap the three-dot icon

  5. Tap Send payment reminder

The reminder will be sent immediately to all project participants.

Notes about manual payment reminders

  • You can't customize the message at the time of sending a manual reminder. The email content is based on your saved templates:

    • Before due date → Upcoming reminder

    • On due date → Due date reminder

    • After due date → Outstanding reminder

  • To edit reminder content:

    • From the navigation menu, select Settings > Company settings > Preferences

    • Update the corresponding reminder email

  • Recipients:

    • Standard reminders go to all clients and collaborators on the project

    • Recurring and autopay reminders are sent only to the client with a card on file

  • Smart file limitations:

    • If your invoice and contract are in the same file, reminders can only be sent if the invoice comes before the contract

    • If the invoice comes after the contract, no reminders (manual or automatic) can be sent

  • Only one payment reminder can be sent per day. If you send a manual reminder, any scheduled automatic reminder that day won't send.

  • If a file has more than one upcoming payment, you can only send a reminder for the next payment due. For example, with 3 upcoming payments, only the first has a reminder option — the second and third become available only after the payment(s) before them are completed.

If the file hasn’t been booked (no signed contract or payment made), you can’t send a reminder. You can reshare the file instead.

Still have questions? Feel free to send us a message by clicking the Question Mark icon on any HoneyBook page. Our team is always happy to help!

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