Automatic balance reminders 5 weeks before installation: coming soon.
A deposit collected and a date booked is not the same as a balance paid. Without a structured chase, the balance conversation happens on installation morning — when the van is already loaded. Today, IBIOS gives managers a list of balances to chase and lets customers pay by link. Coming soon: IBIOS will send the 5-week reminder without anyone in the office lifting a finger.
What happens when nobody chases the balance until installation week?
The job was booked six weeks ago. Deposit paid, installation date confirmed, everyone moved on. The customer has had no contact since. The director is reviewing the schedule on Monday morning and notices the installation is five weeks away — and the balance hasn’t come in.
He makes a note to ask the sales rep to chase it. The sales rep is in with a customer. The note gets forgotten. A fortnight later, same situation, only closer to the date. The rep sends a quick email. The customer doesn’t reply for days. Installation is now only a couple of weeks away and the balance is still outstanding.
At this point the customer mentions they were planning to pay by bank transfer but they’ve had an unexpected expense. Now it’s a negotiation. The installer is booked. The materials are ordered. The job cannot easily be moved. The business is exposed because the chase started too late.
How will the 5-week balance reminder work?
Coming soon: the full sequence from installation booking to balance-chase completion, with no manual steps required.
Job booked, deposit collected
Six weeks ago the customer paid their deposit and confirmed the installation date. The job is in the system, materials are being arranged, the installer is allocated.
5-week trigger (coming soon)
Coming soon: IBIOS will spot that the installation is now 35 days away and start the balance chase sequence automatically. Today, the job sits on the list of balances to chase so a manager can act on it.
Email sent to the customer (coming soon)
Coming soon: the customer will receive an email (SMS also coming soon) stating their outstanding balance, the confirmed installation date, and a secure pay-by-link for the exact figure owed, specific to their job.
“Balance chase sent” logged (coming soon)
Coming soon: the sales rep will see a timestamped note on the job record saying the 5-week balance reminder has been sent, and the director will see the same note on the dashboard without asking anyone.
Customer has 5 weeks to arrange payment
Five weeks is enough time for the customer to pay by card via the link, arrange a bank transfer, or contact the office if they have a query. The job is not at risk of a last-minute payment problem.
The outcome automatic reminders will aim for (coming soon)
Early
the aim is for balances to be settled well before installation once automatic reminders launch (coming soon)
Notice
advance notice for customers — time to arrange payment without urgency
No diary
reminders will be needed from the office once reminders are automatic (coming soon)
Five weeks gives the customer enough time to arrange payment without any urgency, and enough time for the business to escalate if payment doesn’t arrive. A chase that starts at 5 weeks has room for further checkpoints before installation day. A chase that starts the week before has none.
Questions about the 5-week balance reminder
What will trigger the 5-week balance reminder?
Automatic balance reminders are coming soon. When they launch, IBIOS will calculate the days between today and the scheduled installation date on each job record, and when that figure reaches 35 days (5 weeks) it will send the reminder overnight, so the message is in the customer’s inbox first thing in the morning. Until then, managers work from the list of balances to chase.
What will the 5-week reminder say?
Coming soon: the email will state the outstanding balance drawn from the accepted quote, confirm the installation date, and include a secure pay-by-link for the exact amount owed. A shorter SMS version is also coming soon. The figures will be pulled from the job record at the point the message is sent, not from a generic template.
What if the customer has already paid their balance before the 5-week point?
When automatic reminders launch (coming soon), IBIOS will check payment status before sending and will not send the reminder if the balance is recorded as received. If a partial payment has been made, the reminder will show the remaining outstanding figure rather than the original full balance.
Does the pay-by-link connect directly to the job record?
Yes. The pay-by-link is generated against the specific job and the outstanding balance on that job. When the customer pays, the payment confirmation updates the job record directly — the balance is marked as received, a timestamp is logged, and the relevant staff member receives a notification. No manual reconciliation is needed on the IBIOS side.
What will happen after the 5-week reminder?
Coming soon: if the balance remains unpaid after the 5-week reminder, a further automated chase will follow closer to the date. If it is still unpaid nearer installation, IBIOS will create a task for the director or sales manager and flag the job as “Balance Outstanding” on the dashboard. The 5-week reminder will be the first step in a staged chase sequence.
Related features
Deposits and balances are recorded in IBIOS Payments. Work out deposits with the free VAT and deposit calculator, and see the quote-to-cash guide. IBIOS (Integrated Business Intelligence & Operations System) is made by IBIOS Limited (NI743167), Northern Ireland. Access is by waiting list; there is no free trial.
Stop relying on someone remembering to chase the balance.
Coming soon: IBIOS will send the 5-week reminder automatically, log it on the job, and escalate if payment doesn't arrive. Early access by waiting list.