Chasing

Reminder letters (print and mark sent)

PayBlah generates a PDF. You preview A4 or US Letter, download or print, post it yourself, then press Mark sent. PayBlah does not fulfil, post, or track mail.

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Plan: Reminder letters are included from Growth. An Admin must turn them on under Settings → Connections → Reminder letters (Set up letters). Letters also stay off when they are not available in the account’s territory. Standard members can still print and Mark sent once a letter is queued. Starter shows a locked Reminder letters checklist row (See plans).

A letter step is a print job, not a send. When a Workflow letter step is due and letters are allowed, PayBlah queues a PDF for you. You remain the creditor. The document uses your business name and the customer’s postal address when that address is on the customer record. Nothing leaves the building until a person prints it and puts it in the post.

Who can do this

  • Turn letters on or off — Admin only, Growth or higher. Button: Set up letters or Turn letters off.
  • Print and mark sent — any signed-in teammate on Activity → Letters.
  • Queued letters also raise the Activity / Needs you count until you mark them sent.

Turn reminder letters on

  1. Sign in as an Admin on Growth or higher.
  2. Open Settings → Connections. The channel card is Reminder letters — “Manual PDFs and print queue”.
  3. Press Set up letters →.
  4. Read the flash. Ready copy: Reminder letters are ready. PayBlah generates PDFs; your team downloads or prints them and marks them sent.
  5. If the territory is not enabled, the flash says letters are switched on for the account but not available yet, and nothing will be queued until that changes. The card can also show Not available in territory and hide the setup button.
  6. Add or keep a Letter step on a Workflow (Admin). Shared letter designs in the library are classic, branded, and final — not Classic / Modern / Compact. There is no per-step design picker.

On the dashboard checklist (Admin), the matching row is Set up reminder letters → Set up, which opens Connections. Turning letters off does not delete letter history: Reminder letters are off. Existing letter history is unchanged.

Preview, download, print, and mark sent

  1. Open Activity → Letters (or All Activity → Open panel → on Letters). Empty state: “No letters waiting to print.”
  2. Each queued row shows the customer, invoice reference, tone (“Friendly letter”, and so on), badge Queued, and the note Print the PDF, post it, then mark sent.
  3. Choose a paper size. Preview & print A4 or Preview & print US Letter opens the PDF in a new tab. Download A4 or Download US Letter saves letter-{id}-a4.pdf or letter-{id}-us.pdf.
  4. Print from your browser or PDF reader. Address, stamp, and post the letter yourself.
  5. When it is actually in the post, press Mark sent. Flash: Letter marked sent — removed from the print queue.

The PDF body is the frozen letter text from when the work item was created — it is not rewritten at print time. You can download a PDF again after Mark sent (status becomes sent). You cannot mark the same queued row twice.

Expected result

A letter appears in Activity → Letters only after the Workflow step is due and letters are allowed (Growth+, territory, and Set up letters). After Mark sent the row leaves the print queue and the Needs you letter count drops. PayBlah never claims the envelope was delivered.

If something goes wrong

  • No Letters work: letters are off, below Growth, or not available in the territory. Direct PDF or mark-sent URLs on Starter return Reminder letters are included from the Growth plan.
  • Only an Admin can change letter setup. Standard users see Only an Admin can change letter setup.
  • Buttons show Download PDF / Mark sent greyed out when that row has no usable link — wait or refresh Activity.
  • Every letter row currently prints: “Invoice-copy attachment is unavailable for this imported invoice. PayBlah does not claim postal fulfilment or delivery tracking.” Treat the second sentence as true for every letter. Do not read the first sentence as proof that only imported invoices lack an attachment — the product shows that line on every queued letter today.
  • A missing postal address prints a letter with no recipient street block. Add the address on the Customers record before you post.

What this does not do

  • It does not post, courier, or track a letter. There is no carrier and no delivery confirmation.
  • It does not send the letter by email or SMS as a substitute.
  • It does not make PayBlah a collection agency. You print on your letterhead identity and you remain the creditor.
  • A letter whose tone is Firm or Final, or whose wording hits the legal-rung check, waits in Activity → Approvals first. After Approve & send it becomes queued and appears under Letters. Approving is not posting. The Approvals flash still says the next delivery run — for a letter that run does not post it.

Related guides

Use Activity and the sent log Templates and tones Manage workflows Connect your books overview A feature is locked on my plan First-day checklist

PayBlah is accounts-receivable automation software. You remain the creditor. Confirm local rules with your own advisor for your territory (US, UK, Ireland, or Australia). Last reviewed 13 August 2026.

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