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Keeping projects on track requires smooth billing processes. With automated reminders, firms can notify collaborative consultants when it’s time to upload their invoices, ensuring payments stay on schedule and project workflows remain efficient.
🚨 Admins or users with "Edit all" or "Edit assigned" permissions can create and modify reminders.
Setting Up Reminders
Consultant bill reminders can be set up for collaborative consultants whether they have accepted the invitation to collaborate on the project or not.
If the consultant doesn't have an account, then the reminders that they receive will include a link to opt-out. Clicking on that link will turn off reminders for them for that project and will send a notification to the inviting firm.
Bill reminder emails will be sent to any team members at the consultant company who have project notifications enabled for invoice reminders and are following the project.
To set up bill reminders for consultants, navigate to the collaborative project and open the project's Details page. Next, scroll down to the Consultant Collaboration section to find the list of consultants who have been invited or are active.
Click on the ellipses to the far right of the consultant company and select Add monthly bill reminder.
Next, a pop-up will include the date range that the consultant is assigned to work and you'll be prompted to enter the following information for the bill reminder.
Day of the month - the specific date of the month that the reminder should be sent.
If you select a date that doesn't exist in a given month, the reminder will be sent on the last day of that month.
End date (optional) - the specific month, date, and year that the reminders should end.
Reminder note (optional) - the note that is included in the reminder email for the duration of the reminder.
By default, consultant bill reminders will already include details about the phase progress and budget billed.
Click Save once finished to finalize the bill reminder. Now, the frequency details will appear under the Bill Reminder column in the Consultant Collaboration section of the project's Details page.
Bill Reminder Example
When the collaborating consultant receives the reminder email, it will include the requesting firm's name along with the following details:
Subject - [Firm name] requesting your invoice for [Project Name]
Phase - lists all active phases as of today’s date, ordered by start date.
Date Range - displays the start and end dates of the phase.
% Completion - indicates the percentage of the phase completed based on time elapsed.
Example: if the email is sent 15 days into a 100-day phase, the phase is 15% complete.
Note (optional) - if the collaborating firm includes a note, it will be displayed in the email body.
Total Invoiced - the sum of all consultant invoices approved by the firm, plus any bills uploaded by the firm on behalf of the consultant.
Remaining - the consultant’s planned budget for the project minus the total invoiced amount.
If the total invoiced exceeds the planned budget, the remaining amount will be negative.
Stopping Bill Reminders
After a consultant bill has been approved, the bill reminders can be stopped. Review this article to learn more about reviewing consultant bills.
Editing Bill Reminders
Changes can easily be made to bill reminders at any point after they are set up. To edit consultant bill reminders, go to the Consultant Collaboration section of the project's Details page. Click on the ellipses to the far right of the consultant company and select Edit monthly bill reminder.
In the pop-up, make any necessary changes to the day of the month, end date, or reminder note and click Save once complete.
Deleting Bill Reminders
To delete a bill reminder, click on the ellipses for the consultant and select Delete monthly bill reminder.
A warning will appear to confirm that deleting the bill reminder will stop email notifications from being sent to the consultant. To proceed, click Delete.
Frequently Asked Questions
Why isn't my consultant receiving their bill reminder emails?
If a consultant isn't receiving bill reminder emails, they will want to make sure that:
they are following the project and they have enabled notifications for consultant bill reminders. If they have confirmed both and still are not receiving emails, they will want to ensure that [email protected] is added to their inbox's safe sender list.
If they have confirmed all of the above and still aren't receiving bill reminders, please reach out to our Support team for assistance.
Can I set up multiple bill reminders for a consultant in the same month?
There currently isn't a way to set up multiple bill reminders to the same consultant company within the same month. Reminders will only be sent one time per month based on the dates setup in the reminder.