Invoice Messages and Reminders
Keito sends three emails about an invoice: the invoice itself, payment reminders, and a thank-you once the invoice is paid. Each one starts from a workspace message that you can reword, and you can still change the text for a single invoice before it goes out.
Where to change the messages
Workspace administrators can open Invoices > Configure > Messages. The page has four cards:
- Client-facing email sets who the emails appear to come from and where replies go.
- Invoice message is the email sent when you click Send invoice.
- Reminder message is the email sent when you click Send reminder on an invoice, and by automatic reminders.
- Thank-you message is the email sent from Actions > Send thank you on a paid invoice, and by automatic thank-yous.
Each Subject and Body field shows the text Keito sends, including Keito’s default wording when you have not changed it. Click into a field, edit the text, and click Save messages.
- Keep Keito’s wording: leave a message unchanged. It keeps following Keito’s default, so you get any future improvements to it.
- Go back to Keito’s wording: clear the field and click Save messages. The default text appears again.
- Reminder and thank-you text without automatic sending: you can reword these messages without turning on Automatically send payment reminders or Automatically send a thank-you when an invoice is paid. Those checkboxes control only automatic sending.
Client-facing email settings
| Setting | What it does | When left blank |
|---|---|---|
| Sender display name | The name your clients see as the sender. | Keito’s default sender name is used. |
| Reply-to email | Where replies to invoices, reminders, and thank-yous are delivered. | Replies go to the person who sent the email. |
| Include the default Keito support/footer block | Adds Keito’s docs, support, notification settings, and copyright block below the message. Your logo and company name stay in the header either way. | — |
Template variables
Variables are replaced with details from each invoice when the email is prepared. Click Show
available template variables on the Messages page to see the full list. Both {variable} and
{{variable}} forms work.
| Variable | Replaced with |
|---|---|
{invoice_number} |
The invoice number, for example INV-2026-0001 |
{invoice_subject} |
The invoice’s Subject field |
{company_name} |
Your company name |
{client_name} |
The client’s name |
{client_contact} |
The invoice’s billing contact name. Empty when the invoice has no billing contact. |
{invoice_amount} |
The invoice total, formatted in the invoice currency |
{due_date} |
The invoice due date |
{payment_term} |
The payment term, for example Net 30 |
{issue_date} |
The invoice issue date |
{purchase_order} |
The purchase order number |
{days_past_due} |
The number of days the invoice is overdue. Use it in reminders. |
{invoice_url} |
The link where your client can view the invoice online, and pay it if online payments are set up |
{invoice_id} still works as an older name for {invoice_number}.
Changing the text for one invoice
The workspace messages are starting points. Changes you make on a single invoice affect only that invoice.
- Send invoice: the dialog shows the subject and message with the invoice’s details filled in. Edit them before you click Send Invoice.
- Send reminder: the dialog shows the reminder subject and message with the variables still in
place, such as
{days_past_due}. Keito fills them in each time a reminder is sent, so every reminder shows the current number of days overdue. - Send thank you: after an invoice is paid, Actions > Send thank you lets you review the recipients and message before sending.
Payment reminders
Reminders are only sent for invoices that still have an amount due. You can send one at any time with Send reminder on the invoice. Selected expense receipts and uploaded files are attached by default when you send a reminder yourself.
To send reminders automatically, tick Automatically send payment reminders on the Messages page and choose:
- First reminder after: how many days after the due date the first reminder is sent (1 to 90).
- Repeat every: how many days to wait before sending the next reminder (1 to 90).
Automatic reminders are sent at about 9:00 in your workspace’s time zone, and days are counted in that time zone. They never attach uploaded files.
Which invoices use the workspace settings
An invoice takes a copy of the workspace reminder settings, including the reminder message, when it is first sent from Keito. Changes on the Messages page therefore apply to invoices you send afterwards. Invoices imported from another tool, such as Harvest, have no copy, so they use the current workspace reminder message. To change the reminder schedule or wording for an invoice that has already been sent, open the invoice and click Send reminder, then save the schedule for that invoice.
Recurring invoice templates have their own reminder settings. See Recurring Invoices.
Thank-you emails
Tick Automatically send a thank-you when an invoice is paid to send the thank-you message by default when you record a payment that clears the invoice. You can still change this for an individual payment. Partial payments never send a thank-you.