Invoice Payment Reminder - IPR

Invoice Reminder Desktop is a powerful Windows application designed for chartered accountants, businesses, and freelancers who want to automate their payment collection process. Simply upload your invoices, set up a reminder schedule, and let the application handle the rest.

The application extracts invoice details automatically using advanced PDF parsing and OCR technology, creates professional reminder emails using customizable templates, and sends them on your defined schedule - whether daily, alternate days, every 5th day, or on specific weekdays.

Built with security in mind, all your SMTP credentials are stored securely using Windows Credential Manager. The application runs quietly in the system tray, ensuring your reminders are sent even when you're focused on other work.

Start with a 6-month free trial - no credit card required. After the trial, continue with an affordable annual license.

Step 1: Download and Install

1. Download InvoiceReminderDesktop.exe from the download button above
2. Double-click the downloaded file to run the application
3. Windows SmartScreen may show a warning - click "More info" then "Run anyway"
4. The application will start with a 6-month free trial

Step 2: Configure Your Company Profile

1. Go to Settings (click the gear icon or navigate from menu)
2. Enter password on first access (you'll create one)
3. Fill in your Company Profile:
   • Company Name (appears in emails)
   • Support Email (for customer queries)
   • Payment Details (bank account, UPI ID, etc.)

Step 3: Set Up Email (SMTP)

1. Go to Settings > Email (SMTP) tab
2. Select your email provider from Quick Setup dropdown
3. Follow the on-screen instructions to get your App Password
4. Enter your credentials:
   • SMTP Host (auto-filled for common providers)
   • Port (usually 587)
   • Username (your email address)
   • Password (App Password, not regular password)
   • From Name and Email
5. Click Test Connection to verify
6. Click Send Test Email to confirm delivery

Step 4: Configure Default Reminder Schedule

1. Go to Settings > Defaults tab
2. Set your preferred reminder frequency:
   • Daily: Send reminder every day
   • Alternate: Every 2 days
   • Every N Days: Custom interval (e.g., every 5 days)
   • Custom Weekdays: Select specific days (Mon, Wed, Fri)
3. Set default send time (e.g., 10:30 AM)
4. Set maximum reminders per invoice
5. Click Save to apply settings

Step 5: Upload Your First Invoice

1. Click Upload Invoice from the dashboard
2. Select your invoice PDF or image file
3. The application will automatically extract:
   • Invoice number
   • Invoice date and due date
   • Amount
   • Debtor details (if available)
4. Review and edit the extracted information
5. Select or create a debtor (customer)
6. Configure the reminder schedule
7. Click Next to save and activate

Step 6: Monitor Your Reminders

• Dashboard: View active invoices, due today, and failed reminders
• Invoices: See all invoices with status and reminder count
• Send Due Reminders Now: Manually trigger pending reminders
• The application runs in system tray - reminders are sent automatically

Getting Help

• Email: support@himanshumajithiya.com
• Website: www.himanshumajithiya.com

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License Activation (After Trial)

1. Purchase an annual license by contacting support@himanshumajithiya.com
2. You will receive a license key in format: HMC-XXXXX-XXXXX-XXXXX-XXXXX
3. Go to Settings > License tab
4. Enter your license key
5. Click Activate License
6. Your license will be active for one year from activation

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Frequently Asked Questions

Q: Do I need to keep the application running for reminders to be sent? A: Yes, the application needs to be running (can be minimized to system tray). Configure "Start with Windows" in Settings for automatic startup.

Q: Can I use my regular Gmail/Yahoo password? A: No, you need to create an "App Password" for security. The application guides you through this process.

Q: What happens when a reminder is sent? A: The invoice PDF is attached to a professional email using your selected template, and sent to the debtor's email address.

Q: Can I customize the email templates? A: Yes, go to Templates screen to view, edit, or create new email templates with placeholders.

Q: Is my data secure? A: Yes, all data is stored locally on your computer. SMTP passwords are encrypted using Windows Credential Manager.

Q: What happens after the 6-month trial? A: The application will stop sending reminders until you activate an annual license. Your data remains intact.

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Version Information

• Current Version: 1.0.0
• Last Updated: January 2026
• Developed by: CA Himanshu Majithiya

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For support or licensing inquiries, contact support@himanshumajithiya.com