Before sending bulk invoice reminders, review both product eligibility and whether another message is appropriate. PayRequest skips invoices outside Open or Pending, customers without email addresses, and suppressed email addresses. It does not check whether an eligible invoice received a reminder recently: running the batch again can send another email.
This checklist is for a billing operator sending a selected one-off batch. It complements your regular reminder schedule by making the selection and rerun decision explicit.
Separate eligible invoices from appropriate recipients
The Bulk Invoice Actions documentation describes Bulk Actions → Invoices → Send Reminders. Each sent reminder is recorded in the invoice’s reminder history. The automatic eligibility filters do not establish whether an invoice is overdue, disputed, already discussed today or covered by an agreed follow-up date.
Use this original six-record review matrix. The records are synthetic; no customer messages were sent to produce it.
| Example invoice | Product eligibility | Operator decision before sending |
|---|---|---|
| Open, overdue, no recent reminder | Eligible if email is usable | Confirm balance and agreed follow-up date |
| Paid this morning | Skipped by status | Verify payment is recorded correctly |
| Open, reminded earlier today | Still eligible | Exclude unless another message is deliberate |
| Open, customer email suppressed | Skipped | Investigate delivery through an appropriate channel |
| Pending, payment processing | Potentially eligible | Review payment before chasing again |
| Open, agreed dispute review | Potentially eligible | Follow the review owner’s communication decision |
A status filter cannot replace the last column. Do not mark an invoice paid just to remove it from a batch unless the underlying payment is verified.
Make the batch scope reproducible
Choose Manual selection for individually reviewed invoices, or Tags to include matching invoices. Tag selection supports matching any or all selected tags. With tags “October” and “Review approved”, any-tag selection can include an invoice carrying only one of them; all-tag selection requires both.
If you use tags, inspect the resulting summary before confirming. A tag is a grouping label, not evidence of current balance, consent to a new message or a guaranteed unpaid status. For a sensitive exception list, select the reviewed invoices manually rather than assuming a broad tag is precise enough.
Check content separately from the sending action
PayRequest’s Email Templates documentation says invoice reminders use the active Payment Reminder template. Turning a template inactive uses default content; it does not disable the notification. Custom text is used as written and is not automatically translated.
Review the invoice number, payment link and tone in the template editor. Do not insert an invented “remaining balance” variable: use only variables shown for that template type. If a customer’s arrangement needs individual wording, decide on that communication separately before including them in a standard batch.
Execute once and inspect history
Review the affected-invoice summary, confirm the intended set and execute the batch. The documentation says runs are recorded in Bulk Actions history with the affected invoices and success or failure. Individual reminder history gives another place to check communications.
Keep a short operator log: batch purpose, selected invoice IDs, review time, owner and result. This is your own process record, not a claim that PayRequest has an extra deduplication setting. Application execution status also does not prove a recipient read an email or that a mailbox accepted it.
Decide on a rerun from evidence
If the result is unclear, inspect bulk history and each relevant invoice’s reminder history before retrying. A second click is a new send decision, not a harmless way to refresh the screen. Recheck payments, recent reminders, suppressed addresses and agreed review holds; select only invoices that still need another communication.
For cadence and wording, use the invoice reminder strategy. This batch checklist concerns who should receive the next send.
Configure your ongoing workflow with PayRequest Payment Reminders, and use Invoicing to inspect the underlying documents. For today’s batch, the useful next step is a reviewed recipient set and one responsible operator.
Editorial note: AI assisted with this article and cover. Published documentation was checked on 5 October 2026. The selection matrix is an original planning artifact, not a delivery test or customer-performance claim.
