Automated payment reminders for signed, unpaid quotes
Most clients pay the moment they sign. For the ones who sign and close the page, QuoteCloud's automated reminders follow up, so nobody in your team writes the chaser.
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QuoteCloud can send automated payment reminders for a document's payment, set with a click, so a client who signed but hasn't paid is followed up for you. On the dashboard, the Accepted filter lists signed documents waiting for payment, and a Zap on Document Payment Event can alert your team when a card payment fails.
Last reviewed by the QuoteCloud team
Two overlapping panels with sample data. Behind, Kettlebrook Auto Service's paint protection quote KA-D-0718 for Aisha Okonjo, $1,848.00 including tax: signed on Wednesday at 7:48 pm, the 25% deposit of $462.00 still due, with the card field and a Pay button. In front, the document's Payments panel: deposit to book your car in, 25% of the total, automated reminders switched on.
Why would a signed quote go unpaid?
Aisha Okonjo signs Kettlebrook's paint protection quote at 7:48 pm on Wednesday, then her phone rings and she closes the page before paying the deposit. The quote is signed, but her booking isn't confirmed until the $462.00 is in.
Before reminders, someone at the counter noticed on Friday and rang her. With automated reminders on, the follow-up goes out without anyone having to notice, and Aisha pays the deposit from the quote.
- Reminders follow up the payment on a signed document; they're switched on with a click.
- When the payment is made, the document is marked Paid like any other.
- Unsigned quotes are a different job: the Expiring Soon filter and your own follow-up.
Switch reminders on with the payment
Reminders belong with the payment they chase. Kettlebrook sets them on its quote templates, beside the deposit rule and the instructions Aisha sees, so every booking quote goes out with them.
QuoteCloud sends the reminders; Kettlebrook doesn't schedule or write them one by one.
- Set on the template, they're on every quote made from it.
- The deposit amount and description are the ones in the same panel.
Paymentsthis document only
- Payment description
- Deposit: paint protection KA-D-0718
- Payment instructions
- Your booking is confirmed when the deposit is paid. The balance is due when you collect the car.
- Payment amount
- 25%
- Automated reminders
- On
Due on signing $462.00from the price table
Paid into the Stripe account of the Detailing team
Who still owes a payment?
On the dashboard, Statuses lists every document by where it is. A document on Accepted has been signed and not yet marked Paid: that's the short list a reminder is working on.
Once Aisha pays, KA-D-0718 moves to Paid, with $462.00 beside its total.
Payment status on the dashboardDocuments
| Document | Client | Total | Status | Paid |
|---|---|---|---|---|
| Paint protection for Aisha's new carKA-D-0718 · Aisha Okonjo | Aisha Okonjo | $1,848.00 | Accepted | – |
Accepted and not yet paid: the one document the reminder is for.
Card declined? Tell the person who sold it
Reminders handle the client. This optional Zap handles your side when a card payment fails.
ZapPayment failed: message the account owner
-
When
QuoteCloudTriggerDocument Payment EventFires when a payment against a document is received, fails or is refunded; set its Payment Event field to failed payments.Passes on
- Document reference
- Recipient
- Owner email
-
Then
SlackSearchFind User by EmailSearches on
-
Then
SlackActionSend Direct MessageMapped in
- Message Text
- To: the user found
Check the trigger's test data for the owner's email before mapping it; the field wasn't confirmed for this page.
If Aisha's card had been declined, the service adviser who wrote the quote would hear about it in Slack within a minute, and could call her before the reminder does the rest.
Result
A failed payment reaches a person, not just an inbox.
QuoteCloud's Zapier app: Essentials and up
More after-payment recipes Go-ahead and deposits in the automotive micrositeWhat reminders do, and what's yours
Reminders: the payment on the document
They follow up the amount set in the document's Payments panel: a deposit, a fixed amount or the full amount.
Yours: the balance
The balance after a deposit is on your own invoices, with your accounting app's own reminders. See part payments.
Yours: unsigned quotes
A quote that isn't signed has no payment request yet. Follow it up from the Expiring Soon filter or with a Zap on Document Expired.
Stop writing the chaser
QuoteCloud Payments is on the Essentials plan and up. Start a free 14-day trial and switch reminders on with your first payment.
Reminder questions
Does QuoteCloud send payment reminders?
Yes. QuoteCloud has automated payment reminders, set with a click, for the payment on a document. A client who signed but hasn't paid is followed up for you, and when they pay, the document is marked Paid on your dashboard.
Do reminders chase the balance after a deposit?
No. Reminders follow up the payment set on the document, such as the deposit. The balance is on your own invoices, so your accounting app's reminders handle it.
How do I see who has signed but not paid?
On the dashboard, open Statuses and choose Accepted: those documents are signed and not yet paid. Paid lists the ones whose payment has been received, with the amount paid beside each total.
Can my team hear when a card payment fails?
Yes, with a Zap. QuoteCloud's Document Payment Event trigger fires when a payment is received, fails or is refunded. Set it to failed payments and send a Slack or Microsoft Teams message to the account owner.
More on QuoteCloud and Stripe
Every payment moment, then how to connect Stripe, the fees and the limits.
- Take a deposit when the client acceptsA percentage or a fixed amount, worked out from the price table and paid by card the moment they sign.
- Get paid in full on signingRegistrations, call-out fees and small fixed-price jobs paid in full by card as the client signs.
- Part payments and milestonesThe deposit by card in the document, the milestones on your own invoices, and a Zap when it's part paid.
- Card payments inside the documentWhat your client sees: choose, sign, pay by card on the same page, and the receipt.
- Payment status on the QuoteCloud dashboardDocuments marked Paid, the Paid filter, the payment in the history, team by team.
- After-payment automation with ZapierDocument Paid and Document Part Paid start Zaps: an invoice in Xero or QuickBooks Online, a Slack message.
- Connect Stripe to QuoteCloud, step by stepPayment Settings, Continue Onboarding, then the $ Payments panel on a template or a document.
- Stripe fees, plans and refundsThe QuoteCloud plan, Stripe's own fees, Zapier's, and how refunds work.
- What QuoteCloud with Stripe can and can't doWhat the connection does, where it stops, and what we haven't confirmed yet.
- FAQAnswers to the questions teams ask before taking card payments in QuoteCloud.
Signed today. Paid without the phone call.
Start a free 14-day trial, connect your Stripe account and send your next quote with reminders on.