Email automation and delivery activity

Overview

LedgerDo can automatically email customers for recurring invoice generation, payment-due reminders, overdue invoice reminders, and payment failure notices. Each automation is opt-in and can be tuned from the email settings page. The delivery activity log lets you inspect every outbound message, see its status, and retry failed sends.

Before you begin

• Confirm that mail sending is enabled and working before turning on any automation. Broken mail config combined with active automation leads to silent failures.
• Review your customer records to confirm email addresses are current before enabling reminders.

Steps

1. Open Settings → Integrations → Email and scroll to the automation section.
2. Enable the automations that match your billing workflow: recurring invoice notices, payment-due reminders, overdue reminders, and/or payment-failure notifications.
3. For overdue reminders, set the reminder day stages (e.g. 1,7,14) and the maximum number of reminders per invoice.
4. For payment-failure notifications, set a cooldown period to avoid spamming customers when a card declines repeatedly.
5. Save settings.
6. To review delivery history, click "All activity" in the Automation Summary card or "View delivery activity" in the form footer.
7. From the activity log, filter by automation type, date range, or status. Use the retry button on failed messages when the underlying issue has been resolved.

Tips

• Start with overdue reminders disabled. Enable them only after confirming your invoice workflow is clean and customer emails are accurate.
• Reminder emails use secure public invoice/payment links — customers do not need a LedgerDo account to view or pay.
• The Automation Summary table on the main email settings page shows recent send counts and issue counts at a glance without opening the full activity log.

Troubleshooting

• If an automation is enabled but no messages are appearing in the activity log, confirm that mail sending is active and that the trigger condition is being met (e.g. invoices actually reached the due date).
• If delivery failures appear in the activity log, resolve the mail configuration issue first, then use the retry button.
• If customers report receiving duplicate reminders, check whether the max-reminders limit is set too high or reminder days are too close together.

Related articles

• Setting up and managing email
• What to do when emails are not received

Need more help

If an automation is firing unexpectedly or not at all, include which automation, whether mail sending is enabled, and a sample invoice number from the delivery activity log.