Renewal or payment reminder
When to use it
Section titled “When to use it”- People renew a plan, membership or subscription, or pay an invoice or instalment, on a known date.
- Your system can keep the next due date on each profile as a trait.
Where the data comes from
Section titled “Where the data comes from”| How | What |
|---|---|
| A Google Sheet or Excel file, synced | The ledger you already keep in Google Sheets or Excel, synced every hour as People: phone or email, next due date, paid or not. |
| Events from your app or website (needs a developer) | Or your billing system updates the two traits. |
What it sets up
Section titled “What it sets up”| Kind | Name | What it does | Lands |
|---|---|---|---|
| Team | Billing | Calls people whose payment is overdue. | Empty |
| Segment | Payment due soon | Due within the reminder window and not yet paid. | Ready |
| Segment | Payment due today | Due today and not yet paid. | Ready |
| Segment | Payment overdue | Past the due date in the last 30 days and not paid. | Ready |
| Template | Payment due soon (email) | Reminder before the due date. | Ready |
| Template | Payment due today (SMS) | SMS on the due day. | Ready |
| Template | Payment overdue (SMS) | SMS once overdue. | Ready |
| Follow-up | Payment reminder 1: due soon | Daily run over "due soon": one email per period. | Off |
| Follow-up | Payment reminder 2: due today | Daily run over "due today": one SMS. | Off |
| Follow-up | Payment reminder 3: overdue | Daily run over "overdue": an SMS and a call task for the overdue team. | Off |
The questions it asks
Section titled “The questions it asks”| # | Question | Default | Fills in |
|---|---|---|---|
| 1 | What should messages call your organisation? | none, must answer | org_name |
| 2 | What are you reminding people about? (in a few words, as messages will say it) | your renewal | what_is_due |
| 3 | Which trait holds the next due date? A date or date-time trait your system updates after each payment. | next_payment_due | due_trait |
| 4 | Where do people pay or renew? | none, must answer | pay_url |
| 5 | Which team calls when a payment is overdue? | Billing | collections_team |
Other settings
Section titled “Other settings”These have defaults. Change any that don’t fit.
| Setting | Default | Key |
|---|---|---|
| Sender address | ‹workspace default_sender› | email_from |
| Trait that says whether the current period is paid | payment_status | status_trait |
| First reminder before the due date | 7d | remind_before |
| Daily send time | 09:00 | send_time |
| Time zone for the daily run | ‹workspace timezone› | timezone |
| Greeting when a first name is missing | there | greeting_fallback |
Timings
Section titled “Timings”- Runs every day at 09:00 in ‹workspace timezone›.
- An email when the due date is within 7d, an SMS on the due day, and an SMS plus a call task for Billing once it's overdue (due in 48 hours).
- Each reminder reaches a person at most once per period (re-entry cooldown).
Channels
Section titled “Channels”| Channel | Needed for | Before it can send |
|---|---|---|
| The reminders | A verified sending domain for ‹workspace default_sender›. | |
| sms | The due-day and overdue reminders | An SMS provider, or Origamy managed SMS after business verification (KYC). |
What you need to do
Section titled “What you need to do”- Fill payment_status for everyone (paid or due). A blank status never matches, so that person gets no reminder.
- Keep next_payment_due up to date on each profile (an ISO date like 2026-12-01), and set payment_status to paid when the current period is paid, so nobody who has paid is reminded.
- Add people to the Billing team.
- Verify the sending domain; for SMS, connect a provider or finish business verification.
- Check the three segments' sizes, then switch the follow-ups on.
- Keep reminders factual and polite. Don't threaten, and follow your local rules for collections.
This playbook is synthesized: no customer has run it with us yet. If you build it, tell us what you changed, and we’ll replace it with the real version.
Copilot eval
Section titled “Copilot eval”The request used to test the copilot on this playbook (a live eval):
Remind members a week before their renewal date by email, text them on the day, and if they still haven't paid, text again and give our billing team a task to call them. The renewal date is in the next_payment_due trait.
It passes when every piece is a valid draft and everything lands off, with at least: segment, workflow, message_template.