Automatic payment reminder emails (and the org-wide kill switch)

KM Hub can chase your money for you: when a payment is due or overdue, it sends the client an automatic reminder email so you don't have to write awkward follow-ups yourself. One org-wide switch controls the whole system, and it lives in Settings > General.

What the automatic reminders do

With payment reminders on, KM Hub emails clients automatically about payments that are due or overdue. You don't trigger these by hand - they run in the background across your whole organization, keeping gentle pressure on open balances while you focus on the events themselves. The Past Due tab on the Payments page shows you exactly which payments are late at any moment, so you can always see what the reminders are working on.

The org-wide kill switch

The Payment reminders card in Settings > General has a single on/off switch. It's deliberately blunt:

• On - automatic reminder emails go out for due and overdue payments.
• Off - all automatic payment reminder emails stop, org-wide. No client receives another automatic reminder until you switch it back on.

How to turn reminders on or off

1. Open Settings at https://hub.kivimedia.co/?page=settings.
2. Go to the General tab.
3. Scroll to the Payment reminders card.
4. Flip the switch to the state you want.

When turning them off makes sense

• You handle collections personally and want full control over the tone and timing of every payment conversation.
• You're mid-negotiation with clients about revised balances and don't want automated nudges landing in the middle of it.
• You're cleaning up imported or historical data and don't want reminders firing on old records while due dates and balances are still being sorted out.

Because the switch is org-wide, remember that turning it off silences reminders for every client and every event at once - there's no per-invoice exception. If you only need a pause for a specific situation, plan to flip it back on when you're done, or the rest of your open balances go unchased too.

What the switch does not affect

The kill switch only stops the automatic reminder emails. Everything else about payments keeps working as normal: invoices still send, the Collect payment button still takes cards through Stripe, payment schedules and recurring invoices still run, and the Payments page still tracks pending, past-due, and deposited amounts. You can also always follow up with a client manually by email whenever you choose.

Still stuck? Submit a ticket from this help center and we'll take it from there.