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Overdue Invoice Email Notification

  • Updated on Feb 27, 2026
  • Published on Jan 13, 2026
  • 2 minute(s) read
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Overview

The Overdue Invoice Email Notification enables you to send one-time, automated invoice reminder emails to your own customers regarding unpaid invoices for services rendered.

Note:

These emails are transactional in nature, sent in your customer’s name, and are not marketing communications or third-party debt collection. Aspire acts solely as a technology platform and does not initiate, control, or participate in debt collection activities.

Template for creating a new email notification with various settings and options.

Permissions

To create and manage this notification, your user role must include the following permissions:

  • Manage Notification Settings (System and/or Branch level)

  • Edit All Contacts

Prerequisites

Before you create an overdue invoice notification, confirm the following:

  • You have administrator access at the system and/or branch level in Aspire.

  • Customer contacts have a valid email address in their contact record.

Things to know

Before you begin, review the following behaviors and requirements for this notification:

Notification behavior

  • One reminder is sent per invoice on weekdays during business hours, based on the recipient’s local time zone.

    • Aspire determines the recipient’s local time zone using the branch time zone associated with the contact when available; otherwise, Aspire uses the system time zone.

  • Notifications begin sending daily at 8:00 AM. If delivery is interrupted, Aspire continues retrying until 6:30 PM.

    • Any notifications not sent by the cutoff are queued for delivery the next business day to avoid after-hours disruptions.

  • Notifications are not sent on weekends.

  • Notifications stop automatically if the invoice is paid, disputed, or canceled.

Payment terms and eligibility

  • Overdue invoice notifications evaluate the Payment Terms set on the property.

  • Properties with Due on Receipt payment terms do not trigger overdue invoice notifications.

  • To receive overdue invoice notifications, the property must use payment terms of at least one day (for example, Net 15 or Net 30). For more information on payment terms, visit Understanding the Application Lists Tab in Administration - Payment Terms.

  • This notification applies only to invoices with an invoice date later than November 30, 2025.

Configuration

Before notifications can be sent, you must create an Overdue Invoice email notification template. This template defines the recipients, schedule, and email content.

Create an Overdue Invoice Notification Template:

  1. Go to the Administration menu.

  2. Select Notifications.

  3. Select the Manage Notifications tab.

  4. From the New menu, select Add Email Notification.

  5. Complete the following fields. All fields are required unless otherwise noted:

  • Notification Name: Enter a name for the notification for internal reference (for example, 30 Days Past Due Reminder).

  • Recipients: Select Primary Billing Contact, Email Invoice Contact, or both.

    • Defaults to Email Invoice Contact.

  • Notification Type: Select Overdue Invoice.

  • Branch: Defaults to All Branches. You can select one or more branches.

  • Companies: Defaults to All Companies. You can select one or more companies.

  • Properties: Defaults to All Properties. You can select one or more properties. Available properties are based on the selected branches or companies.

  • Additional Recipient(s): (Optional) Select any other contacts who should receive the notification.

  • Delivery Time: Notifications are evaluated daily. Each invoice triggers only one notification, even though delivery attempts may retry during business hours if interrupted.

    Email Subject: Enter the subject line for the email.

  • Email Header: Enter the greeting and introduction for the email.

  • Email Footer: Enter the closing paragraph and signature for the email.

  1. Select Save when you’re finished.

Important:

You are solely responsible for the content, timing, legality, and compliance of all communications sent to your customers using Aspire, including invoice reminder emails and billing-related notices. Aspire does not initiate, review, or approve these communications and does not act as a debt collector or collection agency.

Next steps

For more information on email templates and how to test them, visit the Using Email Notifications article.

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