Online Payments - Payment Reminders

Feb 16, 2023
Knowledge

How To

Online Payments enables you to set up automatic recurring email and text Payment Reminders for all unpaid Invoices and Anticipated Trust Deposit statements within LEAP.

Set Payment Reminders

Open a matter.
Click on Payment Reminders from the Operating Account or Trust Funds tabs.

The Payment Reminders settings window will open in your default browser.

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You can also click the LEAP Menu > Other > under Tools > Payment Reminders.
On the Set Reminders tab under General Preferences, select Activate which is in the top right-hand corner.

Continue to set up the following methods:
- Text Message sent from - This will identify to text recipients that the text message is from your firm.
- Email Signature - customize your email signature by entering your contact details and uploading your logo. We recommend using an image file size less than 150KB.
Select Save.

Customize Reminders

Once you have set up your General Preferences, you can customize your reminders by navigating to the Reminder tabs on the left-hand side of the screen.

Select Early Reminder - note that Reminders run on the Invoice due date and Anticipated Trust Deposit due date (calculated as eight days from creation date).
Select the number of days before the due date you would like to send the first reminder.

To customize a template, ensure the reminder is turned on by sliding the selector User-added image .

If you only want to send a reminder via one method or do not wish to send a reminder during the selected period, turn off the reminder by sliding the selector. User-added image .

You can also see an overview of which reminders you have enabled in the Reminders Overview section in the bottom right corner.

Once complete, click on Save and move to the next reminder section.

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If you would like to send a reminder on the Due Date, select 0 as the number of days for the 1st reminder.

Test Payment Reminders

You can send a test email and SMS to view how your firm's Online Payments Payment Reminders would appear for your clients.

Open a matter.
Click on Payment Reminders from the Operating Account or Trust Funds tabs.

The Payment Reminders settings window will open in your default browser.
Click on the General tab to view General Settings.
- Send reminders for all Invoices - tick this box to send payment reminder for all invoices.
- Send reminders for all Anticipated Trust Deposits - tick this box to send payment reminders for all anticipated trust deposits.
Click Test Email and SMS.

The Test Reminders pop-up will open.
Enter your Email and Cell number.

You will receive both confirmations of Email and SMS.

Stop Payment Reminders

Select the Stop Reminders tab.
Click on Stop Reminders.
Search and select the matter and click Stop to turn off reminders for the whole matter or click on Invoice or Anticipated Deposit to view the outstanding documents for that matter.
Select the Invoice or Anticipated Deposit.
Click Stop Reminders. The button located at the bottom right side of the screen.
Repeat the process for any applicable Invoices or Anticipated Deposits.

A list of all stopped reminders will be displayed.

History

View the history of past payment reminders sent to your clients.

User-added image

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The date range option only allows you to search within a 14 day period.

Restart Payment Reminders

Select the Stop Reminders tab.

A list of stopped matters and invoices will show.
Click Restart for Matter for all reminders in a matter or Restart for individual reminders.
Confirm your selection.
Repeat the process for other matters or invoices.

FAQs

When Is the Due Date for Anticipated Trust Deposit Statements?

The due date for Anticipated Trust Deposit statements is eight days from the creation date.

When Will the Reminders Start?

The reminders will start as early as the following morning. All current outstanding or unpaid Invoices and Anticipated Trust Deposit statements will begin on the relevant cycle based on the due date.

When Will My Custom Templates Be Applied?

The following day.

I Have Numerous Old Invoices and Anticipated Trust Deposits That I Am yet to Write off, Do I Need to Turn off the Reminders for Each?

In this case, you have two options:

Turn off the reminders for each Invoice/Anticipated Deposit individually
Turn off ongoing reminders to ensure overdue Invoices/Anticipated Deposits do not receive reminders. Once you have written off the Invoices or deleted the Anticipated Trust Deposits, you can turn on ongoing reminders

Do Invoices Need to Be Finalised Before Reminders Are Sent?

Yes. Online Payments Payment Reminders are only sent for invoices with the status Final - Printed/Sent.

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You can also refer to the following LEAP reports to help you with this process:

Menu > Reports > Operating Account > Account Receivable Report
Menu > Reports > Trust > Anticipated Deposits Unpaid

Last Modified Date

2/16/2023 7:09 PM

Title

Online Payments - Payment Reminders

URL Name

RapidPay-Payment-Reminders-US