Email Reminders to Clients
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Tim Manery
We would like to send an email reminder to clients regarding their tax installments (monthly, quarterly, or annual). We have been told to set up a project with just a Client Request that will send out an email to the client to remind them of the installment. Under this solution, the client has to connect to FC and check off the task. But the project does not automatically close because there are no Team tasks to complete. Therefore, we must manually close the project. We are looking for a fire-and-forget, fully automated solution to this problem. Also, most clients will not complete the task in FC.
Solving this will save my team a lot of time each month.
Suggested Solutions:
- Give us the capability of allowing a project to close automatically if all client tasks have been completed and no other tasks are outstanding(or do not exist). Regardless, that could be useful option.
- Fire and forget solution: Allow setting up automated emails to clients for reminders like tax installments that can be scheduled and recurring, and do not require the client to sign off on a task.
Maybe someone has a better solution for me.
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Jerry Stephens
Yes! We've frequently needed this for a variety of reminders (estimated taxes, extension deadlines, etc.). I just manually sent 39 extension deadline reminders. Individually. Arrghhh!
Might look into Wendy's idea (see below).
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Beth Anne Kaczmarczyk
Great idea as I have a client I have to remind him to pay his rent but i just use right networks to do recurring emails.
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Wendy Covell
You can create in automated email using the team tasks section of the project without creating a client task. You create the monthly, quarterly, or annual project called "Monthy Tax Payment Reminder". Create a team task, that says "Don't forget your payment is due on xx". On that team task, add an email automation, "send email to client". Click manage email templates to create a new one to say whatever you want. Add the project to all the clients you want. Choose the due dates, make it repeat, etc. For each client you choose, that email automation will apply to all the emails associated on the clients account, so if you want to choose only one persons email, you will need to go in and modify that automation per client. As a team member, I would bulk close all the projects on whatever due date you choose for the team, then the email sends automatically. Hope that helps!
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Sandra Stricker
Wendy Covell this is certainly helpful, but each client has a different instalment number so part of the reminder is the amount. Using this method requires writing a template for every client and changing it every year.
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Wendy Covell
Sandra Stricker Oh man, that is a bummer. You would have to modify the task to say Your Payment of xxx for each customer. Then the email allows you put in a placeholder for the name of the task. That might be time consuming to create, but once created, it would be quick. Unless the payment amount changes every time, then you would just have to modify the amount each month then close the project.
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Sandra Stricker
Wendy Covell thanks, that's an idea maybe I will try.