Law Ruler – Automated Payment Reminders Tutorial

This tutorial will help familiarize you with the automated payment reminders feature within Law Ruler legal billing software.  Law Ruler billing does it all. It is very flexible and can handle billing for any type of firm including contingency, hourly, flat-fee, pro bono, or a mix of them all. This tutorial will show you how to set up automated payment reminders to keep accounts receivable payments 💲 flowing in steadily from your clients. 

Index:

• Enable Automated Payment Reminders to Get Paid Faster
• Setting Up 1 or More Payment Reminders
• Editing the Email and Text Message Reminder Templates
• What the Client View Looks Like

Enable Automated Payments Reminders to Get Paid Faster

Let’s get started by setting up automated payment reminders. To activate the automated payment reminders, click on “Setup” and “Invoice Reminders Settings” to enter the “Invoice Reminders Settings” screen.

On the “Invoice Reminders Settings” screen, in the top-left corner, click on the “On/Off” selector button to activate payment reminders for Email and/or Text Message.   

To send automated invoice reminder emails, you will turn the “Send Invoice Reminders via Email” option into the “On” position. To send automated invoice reminder text messages, you will turn the “Send Invoice Reminders via Text Message” option into the “On” position.

Setting up 1 or More Payment Reminders

Next, you will need to set up 1 or more reminders.  Press the “Add Reminder” button in the “Invoice Reminders” area of the screen as shown below:

⚠️If you do not set up at least 1 reminder, then no automated reminders will be sent out.

Each reminder will require you to choose an “Operator” and a “Value”

An “Operator” is the time used to calculate when the payment reminders are sent.

Example: If you would like Law Ruler to send an automated payment reminder 2 Business Days After (Payment was Due), then you would add the reminder as shown below:

These are the available “Operator” options for payment reminders:

Then, you will choose the “Value” which is the number that is used in the reminder calculation.  Let’s go back to our example again: 2 Business Days After (Payment was Due)

Then press the blue “Save” button in the top-right corner of the “Invoice Reminders Settings” screen to save your reminder settings.

If you were adding a reminder for 2 Business Days After (Payment was Due), then your screen should look similar to this screenshot:

Editing the Email and Text Message Reminder Templates

Law Ruler provides your firm with preconfigured email and text message templates for reminders.  Our templates use “Mail Merge” codes to automatically fill in personal information from the database, so you don’t have to 😊 Also, they include a clickable button link that will open the invoice for your client via email or text message, depending on which reminders you have “On”

Let’s look at the subject line of the email template:

Invoice <<Invoice Number>> Payment Reminder | <<Firm Name>>

For example, this would fill in automatically as:
Invoice 1234 Payment Reminder | Sample Law Firm2

Feel free to be creative and modify the existing templates as needed, but please make sure that you press the blue “Save” button in the top-right corner of the “Invoice Reminders Settings” screen to save your changes.

What the Client View Looks Like

Your clients will receive an email or text message (depending on your configuration) with a clickable link to the invoice, the same link as when the invoice was originally emailed.

If your firm has the LawPay integration activated, then your client will be able to use the blue “Pay Now” button at the top-right corner of the invoice to pay you with a credit card or eCheck (ACH/EFT) depending on which LawPay payment methods you allow. Otherwise, they will need to make payment arrangements with your team or mail your payment.

Thank you very much for choosing Law Ruler!