Payment Notifications and Reminders
Ad Orbit provides a full set of automated and manual tools for notifying customers about past due invoices, confirming electronic payments, flagging expiring credit cards, and alerting your team when accounts enter collections. This article covers all payment-related notifications — including past due reminders for standard and subscription invoices, electronic transaction receipts, credit card expiration warnings, payment failure notifications, and collection alerts. For sending invoices and pre-due reminders, see the companion article: Invoice Emails and Reminders.
Before enabling any automated payment notifications, confirm the following are in place:
AR Email configured — Navigate to Settings > System Configurations - Finance - Emails and enter your Accounts Receivable email address in the AR Email field. This address is used as the sender for automated past due reminders and for reminders sent manually by a user.
Finance Email configured — Enter your finance department's email address in the Finance Email configuration. This address receives internal notifications including credit card update alerts and Finance Approval notifications.
E-Transaction Email configured — Enter the email address in the E-Transaction Email configuration that should receive electronic payment notifications, including daily CC and ACH transaction summary emails.
SMTP / e-transactional email account — To ensure automated emails appear to come from within your organization, you must have an SMTP or e-transactional email account configured. Contact your Aysling representative for details.
Email templates reviewed — Each notification type has a corresponding system email template that must be reviewed before enabling its automation. See Email Templates section below.
Contact email subscriptions — Contacts must be subscribed to receive the appropriate email types. A contact set to receive Payments emails will receive Payment Due Soon and Payment Overdue automated emails, bulk payment reminders sent from the invoice search page, and Electronic Payment Receipt emails.
All payment notification emails use system email templates. Navigate to Settings > Templates > System Emails, click the number in the Subtemplates column for the relevant template, then edit an existing subtemplate or create a new one. Custom tags are available on most templates to personalize content dynamically.
Payment Reminder - Sent to customers (automatically or manually) when an invoice is past due.
Subscription Invoice Payment Reminder - Notifies subscribers that a subscription invoice is past due and an outstanding balance remains.
Electronic Transaction Receipt - Sent to customers when an electronic payment (credit card or ACH) is processed. Can include the paid invoice as a PDF attachment.
Standard Invoices
The past due reminder notifies customers after an invoice due date has passed and continues at a recurring frequency until the balance is paid.
Setup Steps:
Navigate to Settings > System Configurations - Finance - Emails.
Set the Send Invoice Past Due Reminder Email configuration to Yes.
In the Invoice Past Due Reminder Frequency configuration, enter a single number representing the frequency in days between reminder emails. For example, entering 5 causes the system to send a reminder every 5 days until the invoice is paid.
Confirm the Payment Reminder email template is configured under Settings > Templates > System Emails.
Note
Automated past due reminders can be disabled at the company level.
Subscription Invoices
This reminder notifies subscribers that a subscription invoice is past due and an outstanding balance remains. It is distinct from the upcoming payment Subscription Invoice Due Reminder.
Setup Steps:
Navigate to Settings > System Configurations - Finance - Emails.
Set the Send Subscription Payment Due Reminder configuration to Yes.
In the Subscription Payment Due Reminder Days configuration, enter the number of days after the subscription invoice due date to send the reminder. Enter a number representing the frequency in days between reminder emails.
Confirm the Subscription Invoice Payment Due Reminder email template is configured under Settings > Templates > System Emails.
Once your configurations and template are in place, these emails send automatically whenever a subscription invoice meets the criteria.
Past due payment reminders can also be sent manually without waiting for the automated schedule.
Navigate to Billing > Invoices and use the search fields to locate the relevant invoices.
Use the checkboxes to select one or more invoices.
Use the bulk actions menu to send the Payment Reminder email.
Manual reminders send from the AR Email address.
Whenever a payment is electronically processed in the system (via credit card or ACH), the system can automatically send a transaction receipt to the customer.
Setup Steps:
Configure the Electronic Transaction Receipt email template under Settings > Templates > System Emails before enabling this feature.
Navigate to Settings > System Configurations - Finance - Emails.
Set the Send E-Payment Email to Customer configuration to Yes.
The email is sent to the contact on the payment method, if one is specified, or to the billing contact.
Optionally, enable the Include Invoice on E-Payment Email configuration to attach the paid invoice as a PDF to the receipt.
This receipt applies to both standard invoice payments and subscription payments processed electronically.
Internal Transaction Summaries
In addition to customer-facing receipts, the system can send your team consolidated internal transaction summaries. These can both be enabled in the System Configurations.
Send CC Transaction(s) Summary — Sends a consolidated credit card transaction summary to the E-Transaction Email address at the end of each day.
Send ACH Transaction(s) Summary — Sends a consolidated ACH transaction summary to the E-Transaction Email address at the end of each day.
Payment Failure Notifications
Enable the Payment Failure Notifications system configuration to be alerted when a payment fails to process.
If Send CC Transaction(s) Summary or Send ACH Transaction(s) Summary are enabled, information about failed payments is included in those daily summary emails.
If both summary configurations are off, the system sends an individual notification email for each failed transaction.
The system can proactively notify customers when a credit card on file is approaching its expiration date, reducing the likelihood of declined payments and minimizing the manual effort of tracking down updated card information.
Setup Steps:
Navigate to Settings > System Configurations - Finance - Emails.
Set the Enable Credit Card Expiration Notifications configuration to Yes.
In the Days Before Expiration to Send Reminder Email configuration, enter one or more values separated by commas. For example, 30,15,9 sends three notifications — when the card expires in 30 days, 15 days, and 9 days.
Configure both related email templates under Settings > Templates > System Emails:
Credit Card Expiration Warning Email Sent to Customers — The customer-facing notification.
Credit Card that are expiring — The internal notification sent to the Finance Email address.
Note
Cards are marked as expiring or expired in the system regardless of whether the notification configuration is enabled.
When a customer updates their credit card through the Client Center, any invoices and orders associated with the old card are automatically updated, and the finance team is notified.
When a company has an invoice that exceeds the A/R Past Due Collection Threshold, the system can flag the company for collections and notify the assigned sales rep.
The A/R Past Due Collection Threshold is set under Settings > System Configurations - Finance - Payments. It defines the number of days a customer has before being placed in collections. When a company has an invoice with a due date outside this threshold, a warning appears on the company details page.
Two configurations govern how the system responds:
Enable Automated Collection Notifications — Set to Yes to send a notification to the sales rep when their customer goes into collections.
Enable Automated Collection Updates — Controls whether the company is formally placed into collections status in the system. Set to No to send notifications while treating the company as if it has not been placed in collections — useful when you want to warn reps without restricting the account.
Note
Companies in collections cannot have new orders placed, and their print ad tickets will show as in collections in MagBuilder.
All payment-related emails — automated and manual — are logged on the Sent Emails page.
To find a specific email, use the search fields to filter by to/from address, subject, date range, or error status. To view only your own sent emails, navigate to Home > My Emails.
Automated payment reminder emails can be adjusted for individual companies — a common configuration for agencies that manage invoicing and payments through separate processes.
Edit the company, and go to the Billing Info edit step. Here, you can toggle on or off the Invoice & Payment Reminders setting.
If disabled, this will prevent the company from receiving any automated invoice or payment reminder emails.
New 5/15/2026