By Trio Team · Updated
Trio can remind families about unpaid invoices, mark an invoice overdue after the due date, and add a late fee. Set this up on the Automation tab of your billing dashboard. Only owners and admins can change these settings, and changes apply only after you click Save Settings.
Turn on Enable Invoice Due Reminders. Reminders are off until you turn them on. In Reminder Offsets, enter up to 3 numbers of days, separated by commas: a negative number is days before the due date, and a positive number is days after it. Each number is from -30 to 30. The default is -7, -1: one week before and one day before the due date.
When you send an invoice, Trio plans one reminder for each number. A reminder whose date has already passed is skipped. Reminders go out from 8 AM in your studio's time zone. If you change an invoice's due date, its reminders move with it.
Invoices sent before you turned reminders on get no automatic reminders. Neither does an invoice that was paid and then reopened. Use Send Reminder in the invoice's actions menu for these. Run Reminders Now sends the reminders that are due now.
When a reminder is due, Trio checks again and sends it only if:
A reminder goes to the family's billing contacts who keep the Billing topic on in their Notification settings, and includes a link to pay. If none of them has it on, it goes to the family's primary contact only if they keep the Billing topic on. Otherwise Trio skips the reminder: it is never sent to someone who turned billing notices off. Send Reminder follows the same rule: when no one in the family gets billing notices, Trio tells you the reminder was not sent.
Set the Grace Period (days after due date), from 0 to 30 days. The default is 0: an unpaid invoice becomes Overdue the day after its due date. Trio emails the family when it marks an invoice overdue, and also when you use Mark Overdue.
Automatic late fees need the Pro or Max plan. On Free, this section shows an upgrade prompt.
Days After Due is not the Grace Period. A late fee goes only on an Overdue invoice, so it comes on the later of these two days: the due date plus Days After Due, or the day the invoice becomes Overdue after the Grace Period. If you mark an invoice overdue by hand, only Days After Due counts.
Trio adds the fee as a line named "Late fee", and the invoice total goes up (the fee is taxed at the invoice's tax rate). The family gets one notice with the new balance. Trio adds a late fee once per invoice, and only to an invoice whose late-fee date is on or after the day you turned late fees on. An invoice that already has a line you added with the Late fees category gets no automatic fee. If your studio moves to Free, Trio turns late fees off; after you upgrade again, turn them back on.
Run Late Fees Now adds late fees to the overdue invoices that qualify. It is safe to run more than once, because a fee is never added twice to the same invoice.
To waive a late fee, an owner or admin selects Waive late fee in the invoice's actions menu and enters a reason. Trio removes the fee line, the total goes back down, and the family gets a notice. You can waive a fee while the invoice is overdue or partially paid; if the family already paid the fee, use a refund instead. A waived invoice never gets a late fee again.
To stop late fees for one family, turn on Disable late fees in the Billing Overrides of the family's billing card.
While a family's bank payment clears, the overdue status, reminders and late fees follow the rules in Accepting Bank (ACH) Payments.