Guide ยท Invoice reminders
By Janis Skutanis
How to automate invoice reminders
Asking clients for money feels uncomfortable, so reminders often go out late, or not at all. This is one of the easiest jobs to automate. This guide shows you how, step by step.
Step 1: Check your invoicing software first
Many invoicing tools, like QuickBooks, Xero and Stripe, can send reminders by themselves. Look in the settings for a reminder option. If it does what you need, turn it on, and you are done.
Step 2: Decide if you need more
Build your own reminders when:
- your invoices are in a spreadsheet, not in invoicing software
- you want different messages for different clients
- you want reminders by WhatsApp or SMS
- you want a list of unpaid invoices every week
Step 3: Make a list of your invoices
Use one row per invoice, with these columns:
- Invoice number
- Client name
- Client email
- Amount
- Due date
- Status: unpaid or paid
- Date of the last reminder
Step 4: Write your reminders
Three short messages are enough:
- 3 days before the due date: a friendly note that the invoice is due soon
- 3 days after the due date: a polite reminder, with the invoice attached
- 10 days after the due date: a clear last reminder that asks the client to reply
Keep them short, and write them in your own words.
Step 5: Build the automation
In Make, n8n or Zapier, the steps look like this:
- Schedule: run once a day, in the morning.
- Get invoices: read the rows where the status is unpaid.
- Check dates: for each invoice, compare the due date with today.
- Choose the message: before the due date, after it, or the last reminder.
- Send the email from your own email address.
- Update the row: write today's date as the date of the last reminder.
Step 6: Stop the reminders when the client pays
This is the most important step. Right before each reminder, check the status again. If your invoicing tool knows when an invoice is paid, connect it, so the status updates by itself.
Step 7: Get a weekly list
Add one more small automation. Every Monday, it sends you a list of all unpaid invoices, so you know who to contact.
Where AI helps
You do not need AI for reminders. But AI can help you write the messages in your tone, or make the tone softer for a long-time client. Always read what it writes before you use it.
Mistakes to avoid
- A reminder after the client has paid. Always check the status right before sending.
- Too many reminders. Three is usually enough.
- Reminders at night. Use the client's time zone when you can.
- No testing. Send the first reminders to yourself.
Want it done for you?
I can set this up for you, usually in 2 to 3 business days. Automations start from $100.