Champion Feature
Payment Reminders are available on the Champion plan ($15/month). Set up automated reminders for recurring bills, client payments, and subscriptions.
Upgrade to ChampionIn this guide
What are payment reminders?
Payment Reminders help you track recurring payments and bills so you never miss a due date. Unlike recurring invoices (which create new invoices), reminders simply notify you (and optionally your clients) when payments are coming up.
Perfect for tracking
- Client payments
Remind clients about upcoming retainer or installment payments
- Your recurring bills
Track monthly subscriptions, quarterly taxes, and annual renewals
- Domain & hosting renewals
Never let a domain expire — get notified 30 days in advance
Difference from Recurring Invoices: Reminders notify you about payments. Recurring Invoices actually create and send invoices automatically. Use both together for complete payment automation!
Creating a payment reminder
Quick tip: Add your clients first. Each reminder is linked to a client so you can track who owes what.
Step-by-step guide
Go to Payment Reminders
Click "Reminders" in the sidebar, then click the "Add Reminder" button.
📸 Blue 'Add Reminder' button in page header
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Fill in reminder details
Complete these fields:
- Title: A name for the reminder (e.g., "Monthly Retainer - Acme Corp")
- Description: Additional details about the payment
- Amount: The payment amount
- Currency: USD, EUR, GBP, and more
📸 Top section of form with: title input, description textarea, amount with currency selector
/help/payment-reminders/form-basic-info.png
Set the due date and client
Choose when the payment is due and which client it's associated with:
- Due Date: When the payment should be made
- Client: Select from your existing client list
Choose recurrence pattern
Decide how often this reminder should repeat:
📸 Recurrence pattern section showing dropdown with options: Weekly, Monthly, Quarterly, Yearly, Custom (with days input)
/help/payment-reminders/form-recurrence.png
Configure notification preferences
Choose when and how you want to be notified:
- 30 days before due date
- 14 days before due date
- On the due date
📸 Notification preferences section showing checkboxes: 30 days before, 14 days before, On due date - each with email toggle
/help/payment-reminders/form-notifications.png
Save your reminder
Click "Save Reminder". You'll start receiving notifications based on your preferences!
Recurrence patterns
Choose the pattern that matches how often the payment occurs:
| Pattern | Repeats | Example use |
|---|---|---|
| Weekly | Every 7 days | Weekly contractor payments |
| Monthly | Same date each month | Retainer fees, subscriptions |
| Quarterly | Every 3 months | Quarterly tax payments |
| Yearly | Once per year | Domain renewals, annual licenses |
| Custom | Every X days (1-365) | Bi-weekly (14 days), every 45 days, etc. |
Custom pattern tip: Use the custom option for non-standard schedules. For example, set 14 days for bi-weekly payments, or 90 days for quarterly billing that doesn't align with calendar quarters.
Notification settings
Configure when and how you receive reminder notifications:
Notification timing
30 days before
Early heads-up for larger payments — gives you time to prepare funds or follow up with clients
14 days before
Two-week warning — good for scheduling client follow-ups
On due date
Day-of reminder — ensures you don't miss the deadline
Notification methods
Receive reminder emails at your registered email address. Perfect for catching important reminders in your inbox.
In-app
See reminders in your Freelance Trackr dashboard. Great for quick reference while working.
Managing your reminders
Reminder statuses
Currently tracking this payment, notifications will be sent
Payment was made, reminder fulfilled
Reminder was cancelled, no longer tracking
📸 All reminder status badges: Active (green), Completed (blue), Cancelled (gray)
/help/payment-reminders/status-badges.png
Due date indicators
Each reminder shows visual cues based on urgency:
Red text indicates the due date has passed — action needed!
Orange text for reminders due within 7 days
Gray text for reminders more than 7 days away
Available actions
Edit
Update the title, amount, due date, client, or notification preferences
Delete
Permanently remove the reminder (you'll be asked to confirm)
📸 Three-dot menu expanded showing: Edit, Delete options
/help/payment-reminders/actions-menu.png
Reminders in Client Portal
When you share your Client Portal link, your clients can see their upcoming payment reminders alongside their invoices.
What clients see
- Upcoming Payment Reminders section on their portal
- Reminder title, description, amount, and due date
- Visual urgency indicators (overdue, due soon)
Pro tip: Use Payment Reminders + Client Portal together to gently remind clients about upcoming payments without sending additional emails. They'll see reminders every time they check their portal!
💡 Important things to know
- Unlimited reminders. Create as many reminders as you need — there's no limit on Champion.
- Data is preserved. If you downgrade from Champion, your reminders are saved and will be accessible when you upgrade again.
- Each reminder needs a client. Reminders are linked to clients for easy tracking. Add clients before creating reminders.
- Custom intervals up to 365 days. Need a specific schedule? Use the custom recurrence to set any interval from 1 to 365 days.