How Reminders Work

Quinvy features a robust background system that ensures your reminders (Before Due, On Date, and After Due) are sent reliably to your clients.

Understanding how this system works under the hood can help you manage your client communications more effectively.

1. Proactive Scheduling

Quinvy’s reminder engine checks for pending reminders every minute. It evaluates each scheduled reminder based on the following criteria:

• Resolved Invoices: If an invoice is already Paid, Refunded, Void, or Uncollectible, the system immediately cancels any pending reminders for it.
• Expired Milestones Safeguard: The system acts smartly. For example, if a “Before Due” reminder was delayed and the invoice is now already overdue, the system will skip the “Before Due” reminder to avoid confusing the client and move straight to the “After Due” sequence (Very rarely happened in normal system state).

2. Retry Mechanism (Soft Bounces & Errors)

Sometimes, an email or SMS fails to deliver due to a temporary issue (a “Soft Bounce”) or a system error. Quinvy handles this automatically:

• First Failure: The system waits 5 minutes before trying again.
• Second Failure: If it fails again, the system backs off and waits 30 minutes before the next attempt.
• Max Retries: If a reminder fails 3 times due to a soft bounce, the system stops attempting to send it to prevent spamming the network.

3. Handling Invalid Contacts (Hard Bounces)

A “Hard Bounce” occurs when the contact information is permanently invalid (e.g., the email address doesn’t exist).

• If a Hard Bounce is detected, Quinvy will not immediately retry.
• Instead, it reschedules the reminder for 1 hour later, giving you time to update the client’s contact information.
• If the contact info remains unchanged after that period, the system will stop attempting to send the reminder.

4. Notifications & Alerts

If a reminder completely fails (either by reaching the maximum retry limit or encountering an unresolved Hard Bounce), Quinvy will stop attempting to send it and will generate a Critical Alert on your dashboard.

This ensures you are always informed when a client cannot be reached, allowing you to take manual action or reach out to them through alternative channels.