Let Jobsworth follow up an unpaid Invoice so you spend less time chasing. Your Customer gets an email showing what is still owed and a link to pay by card. Once payment is confirmed, Jobsworth records it against the Invoice, sends a receipt and stops chasing when the balance is cleared.
Before starting, issue the Invoice, check its due date and recipient, and email or share it with the Customer. Your Business needs email delivery and access to automatic reminders. To collect by card, it also needs a connected payment account ready to accept payments. See Record a Customer payment for payment-account setup. You need permission to manage payments to change reminders.
Turn on payment reminders
-
Open the issued Invoice and use its send or share action. Check the recipient and send or share the reviewed document with the Customer if you have not already done so.
Make sure you are chasing the right person for the agreed work, including any approved Variations on the bill. Sharing the Invoice and turning on reminders are separate actions.
-
Find Payment reminders. If the Invoice has no due date, choose a Reminder start date.
Jobsworth sends Customer reminders on days 3 and 7 after the due date or reminder start date. If money is still owed on day 14, it flags an office follow-up. These run at 09:00 in your Business’s time zone. You do not need to enter the intervals.
-
Choose Turn on reminders and wait for the change to save.
The action changes to Pause reminders. Check Next reminder or Office follow-up for the next date and time. If the Invoice is already overdue, Jobsworth follows up the relevant stage rather than sending all the missed reminders together.
Record a part payment
-
On the same Invoice, find Payments and check Received and Outstanding.
-
If money arrived outside Jobsworth, choose Record Payment, enter the amount actually received, its date and method, then choose Record Payment to save it.
For example, Oak & Stone Plumbing finishes a bathroom, including the agreed Variations, and issues a £4,800 Invoice. After a £2,000 bank transfer is recorded, the remaining balance is £2,800. The next reminder asks for £2,800. Jobsworth allows at least a day’s grace after the part payment before chasing again.
-
Check the updated balance before contacting the Customer again.
A card payment confirmed through Jobsworth is recorded automatically. Do not add a manual payment for the same money. When the full balance is settled, reminders stop automatically.
Pause chasing while you sort out a query
-
In Payment reminders, choose Pause reminders.
Use this while you discuss a query about the work, an agreed extra or a payment arrangement. Wait until Reminders paused. appears before leaving the Invoice.
-
When you are ready to chase again, choose Resume reminders.
Check the next action and time after saving. Reminders missed during the pause are not sent together when you resume. Pause and resume do not change the amount the Customer owes.
Check whether a card payment came through
-
Ask the Customer to open the link in their reminder and choose Pay Invoice on the Invoice page to pay by card.
Jobsworth waits for confirmation from the payment provider before recording the payment and sending the receipt. A successful return from checkout alone does not prove the bill is paid.
-
If Payment reminders says a card payment is still being confirmed, choose Check payment where it is offered.
This checks the original payment attempt. It does not start another checkout or charge the Customer again. Check Payments and Outstanding for the result.
-
If the page says the card payment needs checking before chasing again, keep chasing paused and ask the person who manages your payment account to review it.
This can happen if an office payment is recorded while the Customer’s card checkout is still open. Do not ask the Customer to pay again while that payment is being reviewed.
If something goes wrong
Payment reminders or the action is missing
Check that the Invoice has been issued and still has an outstanding balance. Ask your Business administrator to check your payment permissions and access to automatic reminders. A paid Invoice does not need chasing.
A recipient, due date or email setup is missing
Check the recipient in Delivery if Jobsworth asks you to choose or review an email address. If the Invoice has no due date, choose Reminder start date before turning reminders on. If email setup is needed, review Email & reminders settings with your Business administrator. Send or share the issued Invoice before expecting reminders to run.
The connection drops or a save is uncertain
If you see “We couldn’t confirm that was saved. Try again.”, restore your connection and choose Try again on the same Invoice. Jobsworth keeps that change so you can recover it, including after a page reload. Resolve it before starting a different change. Check that the button and next action show the state you intended.
If reminders could not be loaded, restore your connection and choose Try again. A failed load does not mean chasing has stopped.
The Customer cannot open checkout
If the Invoice page says it could not open the payment page, the Customer should restore their connection and choose Try again. This recovers the original checkout attempt. If they submitted their card details already, check the Invoice’s payment result before asking them to make another payment.
A reminder may already have been sent
Open Earlier reminders to see the recorded reminder history. If Jobsworth cannot confirm that the last email was sent, check its delivery with your administrator or support before resuming. An uncertain send needs checking so the Customer does not receive a second chase for the same step.
For other access or connection issues, see Get things working.