Online Payments - Payment Reminders

06/02/2026
Knowledge

How To

Online Payments enables you to set up automatic recurring email and text Payment Reminders for all unpaid Invoices and Anticipated Client Funds Deposit statements within LEAP.

Set Payment Reminders

Open a matter.
Click LEAP Accounting.

LEAP Accounting will open in a new window.
Click on Payment Reminders from the Office Accounting or Client Funds tabs.

The Payment Reminders settings window will open in your default browser.

Click to edit heading

You can also click the LEAP Menu > Other > under Tools > Payment Reminders.
On the Set Reminders tab under General Preferences, select Activate which is in the top right-hand corner.

Continue to set up the following methods:
- Text Message sent from - This will identify to text recipients that the text message is from your firm.
- Email Signature - customise your email signature by entering your contact details and uploading your logo. We recommend using an image file size less than 150KB.
Select Save.

Customise Reminders

Once you have set up your General Preferences, you can customise your reminders by navigating to the Reminder tabs on the left-hand side of the screen.

Select Early Reminder - note that Reminders run on the Invoice due date and Anticipated Client Deposit due date (calculated as eight days from creation date).
Select the number of days before the due date you would like to send the first reminder.

To customise a template, ensure the reminder is turned on by sliding the selector. User-added image .

User-added image

If you only want to send a reminder via one method or do not wish to send a reminder during the selected period, turn off the reminder by sliding the selector User-added image .
You can also see an overview of which reminders you have enabled in the Reminders Overview section in the bottom right corner.

User-added image

Once complete, click on Save and move to the next reminder section.

Click to edit heading

If you would like to send a reminder on the Due Date, select 0 as the number of days for the 1st reminder

Test Payment Reminders

You can send a test email and SMS to view how your firm's Online Payments Payment Reminders would appear for your clients.

Open a matter.
Click LEAP Accounting.

LEAP Accounting will open in a new window.
Click on Payment Reminders from the Office Accounting or Client Funds tabs.

The Payment Reminders settings window will open in your default browser.
Click on the General tab to view General Settings.
- Send reminders for all Invoices - tick this box to send payment reminder for all invoices.
- Send reminders for all Anticipated Client Deposits - tick this box to send payment reminders for all anticipated client deposits.
Click Test Email and SMS.

The Test Reminders pop-up will open.
Enter your Email and Mobile number.

You will receive both confirmations of Email and SMS.

Stop Payment Reminders

Select the Stop Reminders tab.
Click on Stop Reminders.
Search and select the matter and click Stop to turn off reminders for the whole matter or click on Invoice or Request Trust Funds to view the outstanding documents for that matter.
Select the Invoice or Request Trust Funds.
Click Stop Reminders. The button located at the bottom right side of the screen.
Repeat the process for any applicable Invoices or Trust Funds Requests.

A list of all stopped reminders will be displayed.

History

View the history of past payment reminders sent to your clients.

User-added image

Click to edit heading

The date range option only allows you to search within a 14 day period.

Restart Payment Reminders

Select the Stop Reminders tab.

A list of stopped matters and invoices will show.
Click Restart for Matter for all reminders in a matter or Restart for individual reminders.
Confirm your selection.
Repeat the process for other matters or invoices.

FAQs

Are Payment Reminders Sent for Legal Aid Matters?

No. Payment Reminders automatically exclude all Legal Aid matters.

When Is the Due Date for Anticipated Client Deposit Statements?

The due date for Anticipated Client Deposit statements is eight days from the creation date.

When Will the Reminders Start?

The reminders will start as early as the following morning. All current outstanding or unpaid Invoices and Anticipated Client Deposit statements will begin on the relevant cycle based on the due date.

When Will My Custom Templates Be Applied?

The following day.

I Have Numerous Old Invoices and Anticipated Client Deposits That I Am yet to Write off, Do I Need to Turn off the Reminders for Each?

In this case, you have two options:

Turn off the reminders for each Invoice/Trust Funds Request individually
Turn off ongoing reminders to ensure overdue Invoices/Trust Funds Requests do not receive reminders. Once you have written off the Invoices or deleted the Anticipated Client Deposits, you can turn on ongoing reminders

Do Invoices Need to Be Finalised Before Reminders Are Sent?

Yes. Online Payments Payment Reminders are only sent for invoices with the status Final - Printed/Sent.

The RapidPay reminders are not being sent

If you find that RapidPay reminders are not being sent:

Check if this is for one specific matter or various matters.
Check the reminder setup.
If you need further assistance, please contact RapidPay support.

Are RapidPay reminders saved to the matter?

The RapidPay reminder system uses the Microsoft Office 365 integration with LEAP to send reminders.

The firm can set it up to be sent from their own email via the Microsoft Office 365 integration. In this case, reminders should be recorded in correspondence.

Without the Microsoft Office 365 integration, reminders will instead be sent from noreply@rapidpay.co.uk. These do not save to correspondence in a matter.

Change of Email Address for Payment Reminders

Follow these steps to change an email address for payment remainders :

Navigate to LEAP Menu > Other > RapidPay Settings

Click to edit heading

Only users with administrator privileges can send payment reminders using their email address.
There is a dropdown option 'RapidPay emails sent by', select the email address and Save.
If you need to add a new email address to the dropdown, go to:

LEAP Menu > Settings > Application Settings
Click Integrations > Microsoft 365

Click to edit heading

You can also refer to the following LEAP reports to help you with this process:

Menu > Reports > Office > Aged Debtors Report
Menu > Reports > Client Funds > Request Trust Funds - Unpaid

Last Modified Date

6/02/2026 1:53 am

Title

Online Payments - Payment Reminders

URL Name

RapidPay-Payment-Reminders-UK

Resolution