Email automation for the payment request

Frappe HR
1

Hello everyone,

I’m looking for a way to automate email notifications to customers regarding their outstanding payments. Specifically, I want the system to:

  • Send an email reminder if the payment becomes overdue.
2

To automate email reminders for overdue payments in Frappe ERPNext, you can use a Scheduled Job combined with Email Templates and a custom script. Below is a complete guide to implement this:

:white_check_mark: Goal

Automatically send email reminders to customers when their Sales Invoices are overdue.

:white_check_mark: Step-by-Step Implementation

1. Create an Email Template

Go to:

Email Template → New

Fill the details:

  • Name: Overdue Payment Reminder
  • Subject: Reminder: Payment Overdue for Invoice {{ doc.name }}
  • Message (example):
Dear {{ doc.customer_name }},

This is a friendly reminder that your payment for Invoice {{ doc.name }} is overdue.

**Invoice Date**: {{ doc.posting_date }}  
**Due Date**: {{ doc.due_date }}  
**Outstanding Amount**: ₹{{ doc.outstanding_amount }}

We request you to kindly make the payment at the earliest.

Regards,  
Accounts Team

2. Write a Scheduled Job

Create a Python script in your custom app, e.g., hooks.py and overdue_reminder.py.

hooks.py

scheduler_events = {
    "daily": [
        "your_app.overdue_reminder.send_overdue_reminders"
    ]
}

your_app/overdue_reminder.py

import frappe
from frappe.utils import nowdate

def send_overdue_reminders():
    overdue_invoices = frappe.get_all(
        "Sales Invoice",
        filters={
            "outstanding_amount": [">", 0],
            "due_date": ["<", nowdate()],
            "docstatus": 1  # submitted
        },
        fields=["name", "customer", "customer_name", "due_date", "posting_date", "outstanding_amount", "owner"]
    )

    for inv in overdue_invoices:
        try:
            invoice_doc = frappe.get_doc("Sales Invoice", inv.name)
            customer_email = frappe.db.get_value("Customer", inv.customer, "email_id")
            if customer_email:
                frappe.sendmail(
                    recipients=[customer_email],
                    subject=f"Reminder: Payment Overdue for Invoice {inv.name}",
                    template="Overdue Payment Reminder",
                    args={"doc": invoice_doc},
                    reference_doctype="Sales Invoice",
                    reference_name=inv.name,
                )
        except Exception as e:
            frappe.log_error(f"Error sending overdue reminder for Invoice {inv.name}: {e}")

3. Set Up Scheduler

Ensure your site scheduler is running:

bench --site your-site-name enable-scheduler

And supervisor is configured properly (for production).

:white_check_mark: Optional Improvements

  • Add a field reminder_sent in Sales Invoice to avoid duplicate emails.
  • Send only after N days overdue.
  • Add logs or Notification Log entries for transparency.

Let me know if you want to send SMS instead of email, or want a UI toggle to enable/disable reminders per customer.

2 Likes
3

If you want to send overdue payment email reminders in ERPNext without writing any code, you can achieve it using Email Alerts (Notifications). Here’s how you can set it up:

:white_check_mark: No-Code Setup for Overdue Payment Email Reminders

1. Create an Email Template

  1. Go to Email Template → Click New

  2. Fill in:

    • Name: Overdue Payment Reminder

    • Subject: Reminder: Payment Overdue for Invoice {{ doc.name }}

    • Message:

      Dear {{ doc.customer_name }},

This is a friendly reminder that your payment for Invoice {{ doc.name }} is overdue.

**Invoice Date**: {{ doc.posting_date }}  
**Due Date**: {{ doc.due_date }}  
**Outstanding Amount**: ₹{{ doc.outstanding_amount }}

Please make the payment at your earliest convenience.

Thank you,  
Accounts Team

    • Save it.

2. Create a Notification

  1. Go to Notification (Search in Awesome Bar) → Click New

  2. Fill the following:

    ➤ Basic Info:

    • Document Type: Sales Invoice

    • Subject: Overdue Payment Reminder

    • Send Alert On: → Select Days After

      • Days After: due_date
      • No. of Days: 1 (or more)

    • Condition:

      doc.outstanding_amount > 0 and doc.docstatus == 1

    • Is Standard: Unchecked

    ➤ Recipients:

    • In Recipients table:

      • Recipient: Customer
      • Email by Document Field: customer_email (or use contact_email or create a custom field to store customer email)

    ➤ Message Template:

    • Attach Document Print: Optional
    • Email Template: Overdue Payment Reminder (select the one you created)

  3. Save the notification.

3. Ensure Emails Are Working

Make sure:

  • Outgoing Email is configured in Email Account.
  • Scheduler is running if you’re in a production/development server.

:white_check_mark: Done!

ERPNext will now automatically send overdue payment reminders without any coding required.

2 Likes