Customers often forget when their AC, water purifier or vehicle is due for its next service. With Service Reminder, BillClap remembers for them. You set a service period once for each item, then bill as usual. Every time you sell that item, BillClap books the next service reminder on its own and notifies your customer when it's due, so the repeat business comes back to you.

Plan: Service Reminder is available on the Enterprise Elite and Enterprise Plus plans.

Watch the video

Prefer to watch? See the full Service Reminder tutorial (1:46) on YouTube: https://www.youtube.com/watch?v=KeTqgcpD9Oc

How it works

1. Switch it on from Utilities > Service Reminder.
2. Set a service period (in days) for each product or service you want reminders for.
3. Bill as usual. Each sale of that item creates a reminder for the next service date automatically.

Part 1: Switch on Service Reminder

Step 1: Open Service Reminder

In the left menu, click Utilities, then Service Reminder. Turn the switch next to Enable Service Reminder to ON.

Once it's on, you'll see three tabs:

• Create Service Reminder: choose the items you want reminders for.
• Manage Service Reminder: see and edit the service period for each item.
• Service Reminder: see every customer reminder, its status and next service date.

Part 2: Set a service period for your items

Step 2: Select the items you service

In the Create Service Reminder tab, tick the products and services that need regular servicing, for example Split AC 1.5 Ton and AC Service (Split AC). Use All, Products, Services, the category filter or the search box to find items quickly. Then click Create Service Reminder.

Step 3: Enter the reminder period and who gets it

In the Create Service Reminder window:

• Reminder Period: enter the number of days until the next service, for example 90 days for an AC or 180 days for an RO filter change.
• Reminder To: choose who gets the reminder: your customer, yourself, or both (To Party and Self).

Click Create Service Reminder.

Tip: Items that need a different period can be set up separately. Select them together only if they share the same period.

Step 4: Check your items in Manage Service Reminder

Open the Manage Service Reminder tab. Every item you set up is listed with its Reminder Period and Reminder To. Use the Action menu (⋮) on a row to change it any time.

Part 3: Bill as usual, and BillClap books the reminder

Step 5: Create an invoice for the item

Create a tax invoice the normal way. For example, add customer Anil Mehra and the item AC Service (Split AC), then click Save. There's nothing extra to tick on the invoice.

Step 6: See the reminder in the Service Reminder tab

Go back to Utilities > Service Reminder and open the Service Reminder tab. BillClap has already added the reminder. The Next Service Date is the sale date plus the reminder period. For example, an AC service billed on 29-10-2026 with a 90-day period is due on 27-01-2027.

Each row shows the party name, mobile number, product or service, Status, Send to, Last Service Date and Next Service Date. Filter by Products or Services, by product category or by date range, or search by party name or product name.

Part 4: Manage customer reminders

Step 7: Send a reminder now

Want to nudge a customer early? Click the Action menu (⋮) on their row and choose Send Reminder. The reminder goes by SMS and WhatsApp to the customer's mobile number, and by email if you've saved their email address.

The same menu lets you Delete a reminder you no longer need.

Step 8: Edit a reminder

To change the date or who gets the reminder, click Action (⋮) > Edit. In Edit Service Reminder, update Reminder To or the Next Service Date, then click Save & Update.

Step 9: Understand reminder statuses

Every reminder has a status:

• ACTIVE: the reminder is scheduled and will notify the customer on the next service date.
• MISSED: the due date has passed and the service wasn't done. Follow up with the customer or update the reminder.
• INACTIVE: the reminder is turned off and won't send notifications until you activate it again.

You'll find this guide, along with quick steps for updating and sending reminders, under How Service Reminders Work at the bottom of the Service Reminder page.

Frequently asked questions

Do I need to add the reminder on every invoice?

No. Once an item has a service period, every invoice for that item creates the reminder automatically.

Which businesses is this useful for?

Any business with repeat servicing: AC and appliance dealers, water purifier and RO sellers, vehicle service centres, pest control, generator and inverter servicing, salons, clinics and more.

How is the reminder sent to my customer?

By SMS and WhatsApp to the customer's mobile number, and by email if their email address is saved.

Can I change the service period later?

Yes. Open the Manage Service Reminder tab and use the Action menu (⋮) on the item. To change the date for just one customer, edit their reminder in the Service Reminder tab.

Can I set reminders for both products and services?

Yes. You can set a service period for products (like a Split AC) and for services (like an AC service visit).

I can't see the Service Reminder switch. Why?

Service Reminder is part of the Enterprise Elite and Enterprise Plus plans. Upgrade your plan to use it.

Need more help? Write to help@billclap.com or browse more tutorials at help.billclap.com.