Automated invoice reminders that stop as soon as you're paid
Chasing late payments is awkward, so it often doesn't happen. Automated invoice reminders send a consistent, polite sequence for every open invoice and stop the moment it's paid. You only step in when a customer actually replies.
A typical reminder cadence
| When | Tone |
|---|---|
| 3 days before due | Friendly heads-up with the pay link |
| Due date | Reminder that payment is due today |
| 7 days overdue | Polite follow-up |
| 14 days overdue | Firmer, optionally sent only after you approve it |
| 30 days overdue | Final notice in your words, optionally sent only after you approve it |
You set the wording and the timing. Any late-fee language is your decision, based on your own terms.
How to automate invoice reminders
- A daily scheduled run pulls open invoices from QuickBooks Online, Xero, Stripe Invoicing or FreshBooks through their APIs.
- For each invoice, it works out which reminder stage is due and checks whether that reminder has already gone out.
- It sends the email from your mailbox and logs it in a Google Sheet.
- Paid invoices drop out on the next run automatically.
- Optional: AI sorts customer replies (paying soon, question, dispute, wrong contact) and alerts you.
- Every week, you get a short summary of unpaid invoices by Slack or email.
Doesn't my accounting software already do this?
Some accounting apps have built-in reminders, and if yours covers what you need, use it. A custom automation helps when you want more stages, an approval step, reply sorting, a single log, or a weekly summary.
Done-for-you option
Our Invoice Reminder Autopilot builds this for one accounting system at a fixed price ($597), with a walkthrough video and handoff doc.
Want every new lead answered in seconds?
Speed-to-Lead: a fixed-price ($497) build on your existing form and CRM, with retries, run logs, tests and a written handoff. Scoped by questionnaire, with no sales calls.