# Send Perfect Venue balance due reminders

> Check each upcoming Perfect Venue event for an unpaid remaining balance, skip scheduled and offline payments, and remind only the guests who owe.

Source: https://cotlet.dev/integrations/perfect-venue-api-mcp-server/send-balance-due-reminders

Every Monday someone opens the Payments tab of each event in the next few weeks to see who still owes money. The Balance Due stage only shows the events somebody remembered to move there.

Cotlet does it in your own Perfect Venue account with list\_events, get\_event, list\_payments, list\_email\_templates, send\_email and set\_event\_status, called by your AI agent, an n8n workflow or a script.

[Request access](https://cotlet.dev/app/signup?app=perfect-venue) [All Perfect Venue tools](https://cotlet.dev/integrations/perfect-venue-api-mcp-server)

Hosted · nothing to install or maintain

Official options

## Can Perfect Venue do this on its own?

Perfect Venue has no API for payments or balances (checked 12 Oct 2026), and its Zapier app has no payment trigger or action. Inside the app, Automated Reminder Emails in Settings > Email can fire for the Balance Due stage at a set number of days around the event, and Event Assistant drafts Balance Due payment reminders. Both depend on the stage, and Balance Due is set by hand, so neither looks at what is actually unpaid on an event that is still Confirmed.

By hand

## How you do it in Perfect Venue today

1. On Home, open each Confirmed event coming up in the next weeks, plus anything already in Balance Due; Perfect Venue has no automatic move into Balance Due.
2. Open the event's Payments tab and compare the deposits, scheduled payments and logged offline payments with the proposal total.
3. If the guest left a card on file, schedule the rest from the Payments tab: click Add, choose Remaining Balance, enter the amount and pick the date in the Paid On field.
4. Otherwise email the guest, or on the Proposal tab change the proposal action button to "pay remaining balance" and send the payment request; Perfect Venue emails you when the balance is paid.
5. Repeat for every event and keep a list of who was reminded. A cash or check payment taken at the door and never logged as an offline payment makes a paid guest look unpaid, and that is the reminder that annoys a good customer.

With an agent

## How to send Perfect Venue balance due reminders

Prompt

```
Which events in the next 30 days still have a balance due and no scheduled payment? Email each contact the Balance reminder template, and list past events that are still unpaid.
```

1. 01  
### Build the window  
list\_events runs twice for the dates in your prompt: once for confirmed and once for balance\_due. Past events still in Confirmed or Balance Due are collected separately, because Perfect Venue only moves an event to Completed by itself when the remaining balance is paid after the event date.
2. 02  
### Read the real balance  
get\_event gives the proposal total and the remaining balance. An event with nothing left to pay is dropped from the run, whatever its stage says.
3. 03  
### Skip what is already arranged  
list\_payments shows whether a remaining balance payment is already scheduled on the card on file. Those guests get no reminder; the report lists the date the charge is set for instead.
4. 04  
### Hold back on day-of payments  
For an event that already took place, the agent asks before writing. Restaurants that close the bill in their POS log the card payment in Perfect Venue as an offline payment afterwards, and a missing log is more likely than an unpaid guest.
5. 05  
### Send the reminder with your OK  
The Balance reminder template from list\_email\_templates goes out with send\_email in each event thread, with the amount and the event date in the subject. Every email waits for approval unless you switched confirmation off for send\_email.

### What you get back

Example data

```
Next 30 days: 9 Confirmed events, 2 in Balance Due.
Reminder sent after your OK: Smith rehearsal dinner, 14 Nov, $3,000.00 left of $4,800.00.
Reminder sent after your OK: Okafor 40th birthday, 22 Nov, $1,150.00 left.
No reminder, scheduled on the card on file: Chen corporate dinner, $2,400.00 on 18 Nov.
Paid in full but still in Balance Due: Lopez baby shower. Move to Completed?
Past and unpaid: Brooks holiday party (3 Oct, $620.00). Was it closed in the POS?
```

### Other ways to ask

- Every Monday at 8:00, list events in the next 14 days with a balance over $500, without sending anything.
- Remind only guests whose event is in the next 7 days and who have no card on file.
- Which past events are still Confirmed or Balance Due with money owed? I will check them against the POS.

Before you automate it

## What Perfect Venue allows, and what to know first

- Perfect Venue sets an event to Confirmed when the guest signs, pays the deposit or both, so Confirmed alone says nothing about the remaining balance.
- Scheduled payments in Perfect Venue need a deposit paid through Perfect Venue or a card added to the event's payment methods; without either, the guest has to pay a request or an emailed reminder.
- Offline payments logged in Perfect Venue (cash, check or a card run in-house) deduct from the total due on the proposal and appear in payment reports.
- Perfect Venue refunds only payments made online; a logged offline payment goes back by its original method, outside the app.

send\_email and set\_event\_status ask for your OK by default. To run it weekly without you, switch confirmation off for those tools in your dashboard.

Sources: [Perfect Venue Help: How to Schedule Payments](https://help.perfectvenue.com/knowledge/how-to-schedule-payments) · [Perfect Venue Help: Restaurants, Remaining Balance Process](https://help.perfectvenue.com/knowledge/how-to-manage-remaining-balance-payments-in-perfect-venue) · [Perfect Venue Help: Logging Offline Payments](https://help.perfectvenue.com/knowledge/logging-offline-payments) · [Perfect Venue Help: Refunds + Failed Payments](https://help.perfectvenue.com/knowledge/refunds-failed-payments)

REST

## Call list\_payments from a script

curl

```
curl https://cotlet.dev/api/v1/perfect-venue/list_payments \
  -H "Authorization: Bearer $COTLET_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{"event_id":"ev_8812"}'
```

Example response

```
{
"event_id": "ev_8812",
"payments": [
{
"payment_id": "pay_3301",
"type": "online",
"purpose": "deposit",
"amount": 1000,
"method": "card",
"status": "paid",
"paid_on": "2026-10-04"
},
{
"payment_id": "pay_3302",
"type": "offline",
"purpose": "remaining_balance",
"amount": 800,
"method": "check",
"status": "paid",
"paid_on": "2026-10-09"
}
],
"total": 4800,
"balance_due": 3000
}
```

MCP: add https://cotlet.dev/mcp/v1 with the same key; the tool is perfect-venue\_list\_payments. Example data.

[Schedule it in n8n, Make, Zapier or cron](https://cotlet.dev/integrations/perfect-venue-api-mcp-server#automations)

Tools

## Perfect Venue tools this automation uses

__Cotlet Perfect Venue tools used to send Perfect Venue balance due reminders__
| Tool | Parameters |
| ---------------------- | ------------------------------------------------- |
| list\_events | status, from, to, venue\_id, owner, limit, cursor |
| get\_event | event\_id |
| list\_payments | event\_id |
| list\_email\_templates | none |
| send\_email | event\_id, template\_id, subject, body |
| set\_event\_status | event\_id, status, reason |

[All 14 Perfect Venue tools with descriptions](https://cotlet.dev/integrations/perfect-venue-api-mcp-server#tools)

## Frequently asked questions

### Can the agent charge the card on file?

No. Cotlet has no charging tool for Perfect Venue. Scheduling the remaining balance on a card on file is done in the event's Payments tab; the agent reports which events could be scheduled that way.

### Can it move paid events to Completed?

Yes, with set\_event\_status after your OK, if you add that to the prompt. Perfect Venue only completes an event by itself when the remaining balance is paid after the event date.

## More Perfect Venue automations

- [Follow up on unanswered Perfect Venue leads](https://cotlet.dev/integrations/perfect-venue-api-mcp-server/follow-up-on-unanswered-leads)
- [Create Perfect Venue leads from emails and phone calls](https://cotlet.dev/integrations/perfect-venue-api-mcp-server/create-leads-from-emails)
- [Perfect Venue API and MCP server: every tool](https://cotlet.dev/integrations/perfect-venue-api-mcp-server)
- [All use cases](https://cotlet.dev/use-cases)

## Give your agent access to Perfect Venue.

Free 7-day trial with 5,000 credits, no card needed. Cotlet is independent and not affiliated with Perfect Venue.

[Request access](https://cotlet.dev/app/signup?app=perfect-venue)