System reminders help you stay on top of important follow-up moments across your business.

Instead of manually checking whether a lead still needs a response, a file hasn’t been viewed, or an invoice is coming due, you can turn on reminders so TalleFlow notifies you at the right time.

Go to:

Business Settings → System Reminders

From there, you’ll see a list of reminder types you can turn on or off individually.

Each reminder row includes:

This gives you control over both when reminders fire and whether they are active.

At the top of the page, you’ll see Master enablement.

This is the main on/off switch for system reminders.

When it’s turned on, your reminder settings below can run normally. When it’s turned off, system reminders are effectively paused even if individual reminder rows are still turned on.

Think of this as the global control for the whole reminder system.

This reminder lets your team know when a new lead still needs a follow-up.

You can choose how long TalleFlow should wait after the lead comes in before the reminder fires. You can also add extra check-in times if needed.

This is helpful when you want to make sure new inquiries do not sit too long without a response.

This reminder gives you a heads-up before a project start date.

You choose how far in advance you want to be notified. This helps you prepare before the project begins instead of scrambling at the last minute.

This is useful for making sure your team is ready before an event, session, or booked service date.

This reminder notifies you before a contract due date so you can follow up before the deadline passes.

This is useful when a contract is still waiting on action and you want to step in before it becomes overdue or forgotten.

This reminder lets your team know when a client has not opened a file you shared.

You choose the delay, and if the client still has not viewed the file by that point, the reminder can fire.

This is helpful for catching situations where something was sent but may have been missed, ignored, or buried in the client’s inbox.

This reminder helps you follow up when a sent file is still waiting on completion.

That can include situations where a file still needs something like a signature, payment, or another required action.

This is useful when the client has received the file, but the process has not actually been finished yet.

This reminder notifies your team when a document still has not gone out to the client.

This is useful for catching internal bottlenecks before they become client-facing delays.

If a file should have been sent already but hasn’t been, this reminder helps make sure it does not get overlooked.

Payment reminders are grouped differently from the other reminder types.

Instead of only being a single reminder row, they appear as a nested reminder group.

There is a parent row called Payment reminders.

This parent row acts like a grouped control for invoice-related reminders. Inside that section, you’ll see the individual payment reminder types underneath it.

That means payment reminders are organized as one category with several specific reminder options under it.

The Payment reminders parent row helps you manage all invoice payment reminder types together.

Under that group, you can control reminder types like:

Sends a reminder before the invoice due date so payment is expected ahead of time.

In the screenshot, this is set to 7 days before due date.

Sends a reminder on the invoice due date itself.

This is useful as an on-time nudge when payment is expected that day.

Sends a follow-up when the invoice remains unpaid 2 days after the due date.

This helps catch late payments early.

Sends another follow-up when the invoice is still unpaid 7 days after the due date.

This is useful for a stronger second overdue reminder.

Payment reminders are nested because they all relate to the same area of the workflow: invoice payment follow-up.

Grouping them makes it easier to manage them as a set instead of scattering invoice reminders throughout the page.

It also makes it easier to understand that these reminders are all part of the same payment reminder system.

Some reminders include a Threshold field.

The threshold determines when the reminder should fire.

Examples from the screen include:

For reminders with timing controls, the threshold is what tells TalleFlow how long to wait or how far in advance to send the reminder.

Some grouped controls, like Master enablement and Payment reminders, show N/A because they are not individual timed reminders themselves.

Each reminder row includes its own On toggle.

This lets you decide which reminders you want active.

That means you can:

This gives you more control instead of forcing one reminder system across every workflow.

For reminder types that send emails, you can customize the content of the email directly from the Email column.

Depending on the reminder, you’ll see an option like:

If a reminder has not been customized yet, it may show Default underneath. If you’ve already changed it, it may show Custom.

When you open the email editor, you can customize:

The email body editor supports rich formatting, so you can style the message and make it more polished.

The editor also includes:

You can insert dynamic information using Smart Tags.

This helps make reminder emails feel more relevant instead of generic.

You can add your saved email signature into the reminder.

This helps keep reminder emails consistent with the rest of your communication.

Inside the email body, there is a Reminder action button block.

This becomes the reminder deep-link button when the email is sent.

In other words, that button turns into the main action link tied to the reminder itself.

That makes it easier for the recipient to click directly into the next relevant step.

The editor also explains that if something goes wrong at send time, the product default template will be used.

That helps protect the reminder flow so a broken custom email does not stop reminders from being sent.

System reminders help you catch things that still need attention.

They are especially useful for:

Instead of relying on memory, system reminders help keep your follow-up process more consistent.

Here are a few simple ways to get more value from system reminders:

Start with the reminders that protect the biggest gaps in your workflow, like unanswered leads or overdue invoices.

Set reminder timing based on how quickly you want your team to respond or how much lead time you need.

If clients will receive the reminder, take a moment to make the email sound like your brand instead of relying only on the default copy.

Since payment reminders work as a related set, it helps to think about them as a full payment follow-up sequence instead of one-off reminders.