How to Set Due Dates and Send Automatic Reminders | RunSensible

RunSensible supports due dates and reminders across several documented workflows, including tasks, bills, meetings, appointments, and payment-related follow-ups. For law firms searching for how to set due dates and send automatic reminders, the real need is usually broader than one notification. Firms need a more organized way to track deadlines, reduce missed follow-ups, and keep routine reminders connected to the work they support.

When reminders live in personal calendars, email inboxes, spreadsheets, or sticky notes, legal teams spend more time checking whether something was remembered than moving the matter forward. RunSensible helps firms create a more structured workflow by allowing teams to set due dates, configure reminders, and use notification settings where the relevant workflow supports them.

The Problem With Manual Due Dates and Reminder Tracking

Many law firms rely on informal reminder systems. One person may track follow-ups in their inbox. Another may use a calendar event. A billing team member may maintain a separate list of unpaid invoices. A paralegal may track task deadlines manually.

That kind of setup can work for a small number of matters, but it becomes harder to manage as volume grows.

The problem is not just forgetting one date. The bigger issue is process fragmentation. When task deadlines, bill due dates, appointment reminders, and client follow-ups are handled in separate places, the team does not always have a shared view of what is due, who owns it, and whether the client or team member has been notified.

This creates several operational risks:

• Staff spend extra time checking multiple systems.
• Client follow-up becomes inconsistent.
• Billing reminders may be delayed or handled manually.
• Internal task ownership becomes harder to track.
• Appointment reminders may depend on someone remembering to send them.

For legal teams, a more reliable reminder workflow is not just a convenience. It supports clearer handoffs, better visibility, and more consistent day-to-day operations.

A Realistic Use Case Scenario

A growing law firm handles consultations, active matters, client billing, and internal task assignments across multiple staff members. The team wants to reduce missed follow-ups without forcing everyone to rely on personal reminder habits.

The intake team needs appointment reminders for consultations. The billing team needs bill reminders tied to due dates. Paralegals need task due dates connected to matter work. The firm also wants clients to receive reminders through the appropriate communication channel when supported.

Instead of managing these reminders across disconnected tools, the firm wants a more centralized process for setting due dates and sending automatic reminders from within the workflow.

How RunSensible Supports Due Dates and Automatic Reminders

RunSensible supports due dates and reminders in several documented areas of the platform.

For task management, RunSensible’s task views include due dates, assignees, priority, related items, and other task details. This gives teams a more organized way to track internal work and understand what needs attention. The Help Center also describes task forms that include a due date and time, along with an email reminder time for task notifications.

For billing, RunSensible supports bill due dates and bill reminders. In the bill creation workflow, RunSensible is set by default to send a client reminder one week before the bill’s due date, with options to customize the reminder. Bill reminder settings can also be adjusted by toggling the Bill Reminder feature and tailoring the reminder schedule and message.

For appointments and meetings, RunSensible supports reminders by email and SMS where configured. Meeting reminder settings include reminder timing and notification toggles for email and SMS. Appointment workflows also allow users to add reminders so RunSensible can remind users about meetings by email or SMS.

For broader notification preferences, RunSensible’s notification settings allow updates to be configured through email, in-app alerts, SMS messages, or combinations of those methods where available.

Together, these documented workflows support a more structured reminder process for firms that want fewer manual follow-up steps and better visibility around deadlines.

Step-by-Step: How to Set Due Dates and Send Automatic Reminders

1. Start with the workflow that needs a reminder

The first step is to identify what kind of reminder the firm needs.

A task reminder is different from a bill reminder. An appointment reminder is different from a payment follow-up. RunSensible supports reminders in multiple areas, so the right setup depends on the workflow.

Common examples include:

• Internal task due dates for staff
• Client bill reminders before or after payment deadlines
• Appointment reminders for consultations or meetings
• Meeting notifications by email or SMS
• Payment schedule due dates for installment-based billing

Starting with the workflow helps the team configure the reminder in the right place instead of creating disconnected side reminders.

2. Set task due dates for internal work

For internal case or matter work, teams can use RunSensible task functionality to create and manage tasks with due dates. The task interface includes details such as title, related items, due date, assignee, priority, communication type, project pipeline title, and project state.

This is useful when a firm needs to assign responsibility for a follow-up, document step, filing-related task, or internal administrative item.

A practical task workflow might look like this:

• Create the task.
• Link it to the relevant client, matter, project, or case where supported.
• Assign it to the responsible team member.
• Set the due date and time.
• Add reminder timing where the task workflow supports it.
• Review task lists to monitor upcoming deadlines.

This gives staff a clearer view of what is due and who owns the next step.

3. Use matter or project workflows to structure task deadlines

RunSensible also supports due dates inside matter and project-related workflows. For example, tasks added to a matter status can be given due timing based on the start date or end date of the project. Matter pipeline subtasks can also include due dates based on when a stage begins or ends.

That matters for firms that want repeatable case workflows. Instead of manually recreating every deadline or task timeline, teams can create more structured steps around matter stages and expected completion timing.

This helps the firm move from isolated reminders to a more organized workflow where tasks are tied to matter progress.

4. Configure bill due dates and client reminders

For billing workflows, RunSensible supports bill due dates and reminders. When creating a bill, the system includes a bill reminder option. By default, RunSensible is set to send a reminder to the client one week before the bill’s due date. Firms can customize that reminder by editing the Bill Reminder settings.

This is useful for firms that want a more consistent process around payment follow-up. Instead of relying on someone to remember to email the client, bill reminders can be configured as part of the billing workflow.

A billing reminder process may include:

• Create the bill.
• Confirm the invoice date and due date.
• Turn on or review the Bill Reminder setting.
• Customize the reminder timing and message where needed.
• Save or send the bill.
• Monitor bill status and follow-up activity.

RunSensible Help Center content also notes that overdue payment follow-ups can be handled by automatically sending email reminders to clients, with customizable frequency and content through the Bill Reminder feature.

5. Set appointment and meeting reminders

For appointments and meetings, RunSensible supports reminder settings that can notify attendees by email, SMS, or both depending on configuration.

In meeting workflows, users can set reminder times and use notification toggles labeled Notify By Email and Notify By SMS. Appointment setup also supports adding reminders so RunSensible can remind users about meetings through email or SMS.

This is especially helpful for consultations, client calls, document review meetings, or internal case check-ins.

A practical appointment reminder workflow might include:

• Create the appointment or meeting.
• Select the client or attendee.
• Set the date, time, and duration.
• Add reminder timing.
• Choose whether notifications should be sent by email, SMS, or both where supported.
• Save the appointment.

This helps reduce missed meetings and gives staff a more consistent process for client-facing reminders.

6. Customize notification preferences where needed

RunSensible’s notification settings allow users to configure how they receive updates, including email, in-app alerts, SMS messages, or combinations of those methods where available.

This matters because different reminders may need different delivery methods. A staff task may be best handled through an internal alert or email. A client appointment reminder may work better through email or SMS. A bill reminder may need a client-facing email.

Customizing notification preferences helps firms match the reminder method to the workflow instead of treating every reminder the same way.

7. Review due dates from task, calendar, billing, or workflow views

Once due dates and reminders are in place, the team still needs visibility. RunSensible’s task and calendar-related documentation shows that users can view task details, due dates, upcoming events, and calendar activity.

This visibility is what turns reminders into a usable workflow. The team can see what is due, what has been scheduled, and where follow-up is needed without relying only on memory or scattered notes.

Outcome

A more structured due date and reminder workflow helps law firms reduce manual follow-up, improve consistency, and keep important work easier to manage.

For internal teams, task due dates and reminder timing support clearer ownership. For billing teams, bill reminders help create a more repeatable payment follow-up process. For client-facing staff, appointment and meeting reminders can reduce missed communication and improve scheduling discipline.

RunSensible does not remove the need for firm oversight or professional judgment. But it does support a more organized operational process for managing due dates and reminders across documented workflows.

If your firm is trying to reduce missed follow-ups and manage deadlines with less manual tracking, RunSensible gives legal teams a more structured way to set due dates, configure reminders, and keep routine work connected to the broader workflow.

FAQs

Can I set due dates and send automatic reminders in RunSensible?

Yes. RunSensible supports due dates and reminders in documented workflows such as tasks, bills, appointments, meetings, and payment-related follow-ups.

Can RunSensible send bill reminders automatically?

Yes. RunSensible bill workflows support bill reminders. The Help Center notes that RunSensible is set by default to send a reminder one week before a bill’s due date, and the reminder can be customized.

Can clients receive appointment reminders by email or SMS?

Yes. RunSensible meeting and appointment workflows support reminder settings with email and SMS notification options where configured.

Can staff set internal task due dates?

Yes. RunSensible task workflows include due dates, assignees, priority, related items, and task details, helping teams manage internal deadlines more clearly.

Can reminder settings be customized?

Yes, in supported workflows. Billing reminders, appointment notifications, and notification preferences can be adjusted based on the relevant settings available in RunSensible.

Final Thought

Due dates and reminders are easy to overlook when they are spread across inboxes, calendars, and personal task lists. RunSensible helps law firms manage this work with more structure by supporting task due dates, bill reminders, appointment notifications, and configurable notification settings. For teams trying to reduce missed follow-ups and create a more consistent operational process, this gives staff a clearer way to track what is due and keep routine reminders connected to the work they support.

Set due dates and send automatic reminders in RunSensible to keep legal tasks, billing follow-ups, appointments, and client communications easier to manage. Instead of relying on scattered calendar entries or manual reminder emails, firms can use supported RunSensible workflows to assign task deadlines, configure bill reminders, and send appointment notifications by email or SMS where available. It is a more organized way to reduce follow-up friction and keep important work visible across the team.

Help Center Links

1. Tasks & Projects overview – https://help.runsensible.com/tasks-projects/
2. Tasks overview – https://help.runsensible.com/tasks-projects/tasks-overview/
3. Managing lead communication and tasks – https://help.runsensible.com/leads/managing-lead-communication-and-tasks/
4. Adding and managing tasks in the list tab – https://help.runsensible.com/matters/adding-and-managing-tasks-in-the-list-tab/
5. Creating a matter pipeline – https://help.runsensible.com/matters/creating-a-matter-pipeline/
6. Creating a bill – https://help.runsensible.com/billing/creating-a-bill/
7. Billing overview – https://help.runsensible.com/billing/
8. Setting bill reminders for clients – https://help.runsensible.com/matters/setting-bill-reminders-for-clients/
9. Setting reminders for meetings – https://help.runsensible.com/matters/setting-reminders-for-meetings/
10. Set up a new appointment – https://help.runsensible.com/set-up-a-new-appointment/
11. Customizing notifications – https://help.runsensible.com/automation-and-notifications/customizing-notifications/