Online Payments - Payment Reminders

02/02/2026
Knowledge

How To

Set Payment Reminders

Open a matter.
Click LEAP Accounting.

LEAP Accounting will open in a new window.
From the Office Accounting tab or Trust Funds tab, click on Payment Reminders.

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

You can also click the LEAP Menu > Other > under Tools > Payment Reminders.
You will now be on the Payment Reminders settings window on your default browser.

On the Set Reminders tab, under General Settings, 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 upload your firm logo. We recommend using an image file size less than 150KB.
Select Save.

Click to edit heading

You can change and edit the details in the templates at any time from the Set Reminders tab.

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 Trust Fund Request 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.
Open Office Accounting.
Click on Payment Reminders from the Office Accounting or Trust 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 Trust Deposits - tick this box to send payment reminders for all anticipated trust 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

Open a matter.
Click LEAP Accounting.

LEAP Accounting will open in a new window.
Click on 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 Trust Fund Request to view the outstanding documents for that matter.
Select the Invoice or Trust Fund Request.
Click Stop Reminders.

The button is located at the bottom right side of the screen.
Repeat the process for any applicable Invoices or Trust Fund Requests.

A list of all stopped reminders will be displayed.

Stop Payment Reminders for All Matters

Select the General tab to view General Settings
Send reminders for all Invoices - Untick this box to stop Payment Reminders for all invoices.

Send reminders for all Anticipated Trust Deposits - Untick this box to stop Payment Reminders for all Anticipated Trust Deposits.
Click Save.

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

When is the Due Date for Request Trust Funds Statements?

The due date for Request Trust Funds 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 Request Trust Funds 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 Trust Funds Requests 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 Trust Funds Request, 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.com.au. 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

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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

How do we change our Firm Name on the payment reminders?

To change your Firm Name on your Payment Reminders to reflect in the Payment Reminders portal for clients paying a RapidPay invoice, and also for the Payment Reminders that are sent via Leap, please contact RapidPay support.

How to turn a Payment Reminder on or off?

Select the desired tab, for example the Early Reminder tab.
Turn the Email reminder On or Off by sliding the selector .

Turn the Text message reminder On or Off by sliding the selector .

How do I cancel my RapidPay subscription?

Please contact RapidPay to cancel your RapidPay Payments Reminder subscription.

Client paid an invoice, using Rapidpay, to our Office Account but paid it to the wrong Matter Number

If the client has paid an invoice into the incorrect matter and if the receipt is showing on the incorrect matter, please journal the funds from one matter to the other. This can occur if the client has put in the incorrect reference number.

In order to transfer the funds to the correct matter, you can use the New Journal feature in the Office Accounting tab. This will allow you to remove the funds from the incorrect matter and add them to the correct matter.

Client paid an invoice, using RapidPay, but the receipt does not appear in the MYOB Bank Register

If the client has paid an invoice using RapidPay, but the receipt does not appear in the MYOB Bank Register, follow these steps:

Go to LEAP Menu > Accounting > New Bank Deposit under Office Accounting.
In the New Office Bank Deposit window, click on the 3 dots in the top-right and select Include RapidPay Receipts.
Select the receipts which are missing in your reconciliation, select the correct date, and save them as new deposits (If you select multiple receipts this will create one deposit for all of them. Please check if it makes more sense to record them individually or as one big deposit.)
Repeat steps 2-4 for Trust Accounting.

Is there a way to turn on or off RapidPay Payment Reminders for a recurring matter template?

There are settings you can change to enable/disable Rapidpay status and Payment Reminders within a matter, but these settings are only accessible after the matter is created. Therefore we cannot have these settings set to a Recurring Matter Template as the templates do not have matter numbers or clients and other details.

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

Menu > Reports > Office > Aged Debtors Report
Menu > Reports > Trust > Trust Fund Requests Unpaid

Last Modified Date

2/02/2026 9:06 am

Title

Online Payments - Payment Reminders

URL Name

RapidPay-Payment-Reminders-AU

Resolution