Automatic Reminders let your business automatically send SMS text reminders to your customers — so you spend less time chasing approvals and payments, and fewer appointments get missed. Set the rules once, and the system sends reminders on a schedule and stops them on its own once the item is resolved. There are three reminder types:
Estimate Approval reminders — nudge customers to review and approve an estimate. Reminders send only when the estimate is in Finished status.
Invoice Due reminders — remind customers to pay before an invoice's due date, and again if it becomes past due.
Scheduled Job reminders — remind customers of an upcoming appointment.
Accessing Automatic Reminders
In the ServiceBridge web portal, go to Company Settings → Automatic Reminders. Each reminder type has its own On/Off block where you set the cadence and time of day to send.
Permissions
You need the "edit Company Settings" permission to view and change these settings. Without it, the page is read-only or hidden.
Enablement Requirements
All reminders are sent by SMS from your company's approved toll-free (1-800) number, so that's required for every type. Estimate Approval and Invoice Due reminders also require CardConnect. Scheduled Job reminders are available on Complete and don't require CardConnect. If something's missing, that reminder card appears disabled with a note explaining what's needed.
Before You Begin
Confirm the following so your reminder cards are active:
Your company has an approved toll-free (1-800) number.
Integrated Payments through CardConnect is set up (required for Estimate Approval and Invoice Due).
Your plan includes the reminder you want (Scheduled Job requires Complete; Entry/Basic plans don't include reminders).
You're signed in as a user with the "edit Company Settings" permission.
Open the Automatic Reminders Page
From the ServiceBridge web portal, click Company Settings.
Select Automatic Reminders.
You'll see a separate card for each reminder type: Estimate Approval, Invoice Due, and Scheduled Job.
Note: For Reminder Frequency, a maximum of 2 can be sent for Estimate Approval and Invoice Due.
Set Up Estimate Approval Reminders
On the Estimate Approval card, turn Scheduled Reminder On.
Set the Reminder Frequency — how many days between reminders and how many times to send (default: every 3 days, up to 2 times; maximum 5 days and 2 times).
Set the Send At time — when reminders go out (default: 9:00 AM).
Click Save. (Click Cancel to discard changes.)
💡 Tip: Reminders send only when an estimate is in Finished status and awaiting approval. They stop automatically once the estimate is approved, declined, or expired, or after the last reminder is sent.
Set Up Invoice Due Reminders
On the Invoice Due card, turn Scheduled Reminder On.
Set the Before Due Date reminder — how many days before the due date to send the first reminder (default 3 days; maximum 2).
Set the Past Due Reminder — how often to send after the due date and how many times (default every 3 days, up to 2 times).
Set the Send At time (default 9:00 AM).
Click Save.
💡 Tip: Autopay invoices are skipped. Reminders stop automatically once the invoice is paid or voided, or after the last past-due reminder. Each reminder includes a PayNow link so the customer can pay right away.
Set Up Scheduled Job Reminders
On the Scheduled Job card, turn Scheduled Reminder On.
Turn on the Day-Before Reminder and set how many days ahead to send (default 1 day).
Turn on the Hours-Before Reminder and set how many hours ahead to send (default 1 hour). You can use either reminder, or both.
Note: To exclude Hours Before, click x.
Click Save.
💡 Tip: Reminders are based on the job's scheduled date and time. They stop automatically once the job is started, completed, cancelled, or suspended, and recalculate automatically if the appointment is rescheduled.
Stop Reminders for a Specific Customer
You can exclude an individual customer from all automatic reminders:
Open the Customer record.
Turn on Do Not Send Reminders and save.
Customers can also opt out themselves by replying STOP to a reminder text (and START to opt back in). This is checked before every send and applies across all reminder types.
See Which Reminders Were Sent
There are no reminder columns on the invoice, estimate, or job lists — a reminder becomes visible only after it's sent.
Open the estimate, invoice, or job.
View the Audit History to see reminder events (sent, stopped, or skipped). The same events also appear on the customer's contact record.
To see the actual messages and any customer replies, open the customer's Conversations thread.