Who this is for: Firm administrators who want to configure automated reminder emails for clients.
What you’ll learn: How to set up and customize bookkeeping reminders, tax organizer reminders, and W-9 request reminders.
Before you begin #
- You must have administrator access to your Debits account
- Reminder settings apply to all contacts unless overridden at the contact level
Step-by-step instructions #
Step 1: Navigate to Reminder Settings #
Go to Contacts and click Reminders in the breadcrumb navigation to open the Reminders Settings page.
Configuring Bookkeeping Reminders #
Bookkeeping reminders notify clients when they have uncategorized transactions that need attention.
Step 2: Enable Bookkeeping Reminders #
Toggle the Bookkeeping Reminders switch to enable or disable these reminders.
Step 3: Set the Frequency #
When enabled, choose how often reminders are sent:
- Daily – Reminders sent every day
- Weekly – Choose a specific day of the week
- Monthly – Choose a specific day of the month (1-28)
Step 4: Select Day (for Weekly/Monthly) #
If you select Weekly, choose the day of the week (Sunday through Saturday).
If you select Monthly, choose the day of the month (1-28).
Configuring Tax Organizer Reminders #
Tax organizer reminders notify clients about incomplete tax organizer forms and tasks.
Step 5: Enable Tax Organizer Reminders #
Toggle the Tax Organizer Reminders switch to enable these reminders.
Step 6: Configure Frequency and Limits #
Set the following options:
- Frequency – Daily, Weekly, or Monthly
- Day of Week/Month – When to send (if Weekly or Monthly)
- Max Reminders – Maximum number of reminders per organizer (1-10)
- Days Between Reminders – Minimum days to wait between reminders (1-30)
Step 7: Set Trigger Conditions #
Choose which conditions trigger reminders:
- Incomplete organizers – Remind when the overall organizer is incomplete
- Incomplete organizer tasks – Remind when specific tasks within the organizer are pending
You can select both options to cover all scenarios.
Configuring W-9 Request Reminders #
W-9 reminders notify vendors when they have pending W-9 form requests.
Step 8: Enable W-9 Request Reminders #
Toggle the W-9 Request Reminders switch to enable these reminders.
Step 9: Configure W-9 Settings #
Set the following options:
- Days After Sent – Wait this many days after the initial request before sending the first reminder (1-30)
- Days Between Reminders – Wait between each subsequent reminder (1-30)
- Max Reminders – Maximum number of reminder emails per request (1-10)
Step 10: Save Settings #
Click Save Settings at the bottom of the page to apply your changes.
What happens next #
Your reminder settings will apply to all contacts. Reminders are sent automatically based on your configured schedule. You can override these settings for individual contacts from their profile page.
Troubleshooting #
- Settings not saving: Ensure all required fields are filled in. Day of Week is required for Weekly frequency, and Day of Month is required for Monthly frequency.
- Reminders not being sent: Verify the reminder type is enabled (toggle is on). Check that the contact has an email address on file.
- Too many reminders: Reduce the Max Reminders value or increase the Days Between Reminders setting.
