Run an Invoice Campaign

An invoice campaign sends one email (and, if you turn it on, one text) per invoice to a batch of customers. Companies run it two ways: to send a month's worth of draft invoices at once, and to remind everyone who still owes money. At the end of this playbook you will have a batch staged, checked, approved, and sent, and a page that shows how many of those invoices got paid.

Before you start

• Invoices to send. Draft invoices need line items; reminder invoices need to be sent and still owe money. The builder's first step counts both.
• Invoice delivery switched on. Under SettingsCustomer Notifications, Invoice delivery must have email or SMS enabled, or the pre-send checks will stop you.
• Know how your customers pay. Under SettingsBilling. When customers can pay online (Online Card / ACH on and Stripe connected), every email carries Pay This Invoice. When they cannot, every email has View Invoice and your Pay by Check instructions instead; see Choose How Customers Pay You.
• Know whether automatic past-due reminders are on. Under Automations, OpsVara can email customers on its own at set days past due (3, 14, and 30 by default). The campaign shows this and skips recently reminded invoices by default, so nobody hears from you twice in a week.

1. What & When

Open Sales and BillingCampaigns, choose the Invoices tab, and click New Invoice Campaign.

1. 1

   Pick the campaign type

   Send Draft Invoices sends every draft with line items, exactly like clicking Send on each one: PDF, email, and autopay for customers who are enrolled (when customers cannot pay online, no card is charged). A draft that is already prepaid in full (a payment recorded on it, or contract credit covering it) is left out, so nobody is emailed a bill they already paid. A draft you made with Revert To Draft is left out too; you send it from the invoice when it is ready. So is a draft that includes work from the previous term, a final invoice for an ended contract, and a draft that replaced another one when its visit was completed: you review it and send it from the invoice. A draft on a contract that shows Check this contract's billing is left out until the office confirms the totals on the contract. Remind Customers With A Balance sends a reminder for invoices that are sent and still owe money, without changing the invoice or your automatic past-due reminders.

2. 2

   Read what is waiting

   What Is Waiting shows how many draft invoices are ready and worth how much, how many invoices are unpaid and how many of those are past due, and whether automatic past-due reminders are on. If invoice delivery is switched off, a red note says so here rather than after you build. When customers cannot pay online, a line says why: Stripe is not connected, or Online Card / ACH is off and the emails show View Invoice and your Pay by Check instructions instead of a Pay button.

3. 3

   Name it

   The name auto-fills as Draft invoices · Sep 2026 or Payment reminders · Sep 2026 and stops changing once you type. Customers never see it.

2. Which Invoices

The banner at the top shows how many invoices will send, for how much, to how many customers, and updates as you change anything.

Choose Customers at the top of this step switches between Use Filters and Pick Customers. Use Filters reaches everyone who matches the filters. Pick Customers reaches exactly the customers you pick: search by name, email, or address (it starts at two letters), click a result to add it or Add All for the whole result list, and remove one with its x or everyone with Clear All. You can pick up to 500, and the Customers filters are hidden while you pick. Only the picked customers' unpaid invoices (reminders) or draft invoices are included, and the Invoices filters below still apply to them.

Under Use Filters, Customers narrows by list, customer type, work type contract, tags, exclude-tags, and years. Invoices narrows by status (reminders only: Sent, Not Yet Due and Past Due), a due-date window, a balance range, and Max Invoices Per Customer. With a cap, the oldest invoices go first and the rest are skipped on the roster so you can see them.

Reminders have two Guardrails, both on by default (only the first when your customers cannot pay online):

Skipped invoices still appear on the roster with the reason, and rule-based skips can be overruled row by row with Include Anyway.

A reminder never goes to an invoice whose customer already started a bank (ACH) payment that has not cleared. Those rows are skipped as Bank payment processing — the customer already paid; it is clearing, are checked again at the moment the campaign sends, and cannot be included anyway.

3. Email & Text

Pick Email, Text Message, or both. Both respect Customer Notifications, texting quiet hours, and opt-outs. Texts use your Customer Notifications template.

For email, write a Subject and Message or leave them blank for your standard invoice email. Start from a template… fills both with editable starter copy (Invoice ready or Friendly reminder). When your customers cannot pay online, the templates and the suggested message say "view it" instead of "pay online", and the preview ends with the View Invoice button and your Pay by Check instructions instead of Pay This Invoice. Your company name is filled in; tokens such as {{invoiceNumber}} stay for send-time. If the boxes already have text, you confirm before they are replaced. The chips insert tokens for the customer's first name, your company name, the invoice number, the amount, the due date, days past due (reminders), and the invoice's pay link (the page that shows the invoice, and how to pay by check when you take checks only). The preview renders them with sample values. Send Me A Test delivers it to your inbox with a [TEST] banner.

4. Review & Build

Four cards summarize the campaign with Edit links back to each step. Choose Send Emails To (primary email or every email on file) and whether the batch sends As Soon As I Approve The Roster or On A Date And Time I Choose. Click Build Invoice Roster.

5. Review the roster

Every invoice the campaign would touch is listed, one row each, with the customer, the invoice number and due date, the amount, and any reasons to look:

• $0 Invoice, Disputed By Customer (rejected from the portal), On Autopay, Reminded Recently, Over 60 Days Past Due, Large Balance, and More Than One Invoice for the same customer. The Needs Attention tile filters to the ones that warrant a decision.
• Exclude a row, or select several and Exclude them together. Include Anyway brings back an invoice a guardrail skipped.
• Export CSV if you would rather review in a spreadsheet.

6. Approve

Review & Approve runs the pre-send checks:

The dialog also shows the exact subject and message the first customer will read. Approve locks the roster and books the send. Each invoice is checked again at the moment it sends, so one that was paid by check or sent by hand in between is left alone and marked on the roster.

7. Verify it worked

• The campaign page shows a timeline (Created, Roster Built, Approved, Sent) and How The Invoices Are Doing: sent, paid, partly paid, still open, and disputed, with values. It reads live, so it keeps updating as customers pay.
• On the roster, each sent row carries Paid, Partly Paid, Still Open, or Disputed, and the current balance when it differs from what was sent.
• If any rows failed, the campaign page offers Retry N Failed, which re-sends only those.

Troubleshooting