Payment reminders

Automated payment reminders that get unpaid invoices paid

Add an unpaid invoice once. Payment reminders go out automatically on the days you choose, in your customer’s language and from your own mailbox, and they stop as soon as the invoice is paid.

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The payment reminders screen: money waiting to be paid, overdue invoices, and each invoice with its due date, status and next reminder.
Unpaid invoices with the next reminder for each one.

Most late invoices are forgotten, not refused

An overdue invoice is rarely a dispute. It sits in a busy inbox, waits for someone to approve it or simply slips a customer’s mind. A short reminder on the right day is often all it takes, but writing one for every invoice, at the right moment and in the right tone, is the job that keeps getting pushed to next week.

The longer you wait, the more awkward that first email feels. This invoice reminder software does the remembering for you: it sends overdue invoice reminder emails from your own address on a schedule you set, gets a little firmer each time, and stops the moment you or your customer say the invoice is paid.

How it works

  1. Connect your mailbox

    Enter the SMTP details of the address you invoice from, such as billing@yourbusiness.com, and send yourself a test email. Reminders go out from that address, so customers recognise you and replies come back to your inbox.

  2. Set your schedule

    Choose which reminders to send: 3 days before the due date, on the due date, and 3, 7, 14 or 30 days after it. Pick the hour, your time zone, your default language and the payment details to show.

  3. Add your unpaid invoices

    Type one in, import a CSV export from your accounting software or spreadsheet, or send an issued invoice over from our E-invoices tool. Add a payment link and the invoice PDF if you like.

  4. Reminders go out by themselves

    Every 15 minutes the tool checks which invoices need a reminder and sends it between your chosen hour and 18:00. Each invoice shows the date and type of its next reminder, and you can preview the exact email first.

  5. They stop when the invoice is paid

    Click Mark as paid when the money arrives. If your customer clicks “Already paid” in a reminder, reminders for that invoice pause at once and you get an email so you can check your bank.

Add an unpaid invoice. Real screens, 40 seconds, no sound. Every step is also in the guide, with pictures.

What you get

Who it is for

  • Freelancers and consultants

    No more awkward “just checking in” emails. Add each invoice when you send it, and polite reminders follow on and after the due date from your own address while you get on with client work.

  • Agencies and B2B service firms

    Keep track of many open invoices in several currencies, see the total waiting to be paid at a glance, and let a firmer reminder go out after 14 days without anyone having to remember it.

  • Trades, repairs and installers

    Add the invoice in a minute after the job, with a payment link. Customers who have already paid can say so with one click, so you do not chase money that is already in the bank.

  • Wholesalers and shops selling to businesses

    Import open invoices from your accounting export and remind trade customers in their own language, with the invoice PDF attached and your bank details in every email.

Plans and prices

Prices exclude VAT or sales tax, which is added at checkout for your country. Plans pay for the tools themselves. Where a tool uses your own AI, Twilio, WhatsApp or email account, that provider bills you directly. Cancel any time.

Questions

Do the reminders really come from my email address?

Yes. You connect your own mailbox with its SMTP details, and every reminder is sent through it with your sender name and address. Customers see an email from you, not from us, and their replies land in your inbox. Your provider’s normal sending limits apply. You can also have a blind copy of every reminder sent to yourself.

Which email providers work?

Any provider that lets you send by SMTP with a username and a password or app password, which covers most business email, hosting and domain providers. For Gmail, for example, you use smtp.gmail.com, port 587 and an app password. If your provider only allows its own apps to sign in and offers no SMTP password, the connection will not work.

Does the tool know when my customer has paid?

No. It does not connect to your bank or payment provider, so it cannot see payments. You click Mark as paid when the money arrives, and reminders stop. Your customer can also click “Already paid” in any reminder: reminders for that invoice pause and you get an email asking you to check your bank and confirm.

Can I change what the reminders say?

On the Pro plan and during the free trial, yes. You can write your own subject and message for each stage, using placeholders such as {customer}, {invoice}, {amount}, {due_date} and {days}. You write them per language, and invoices in other languages keep the ready-made texts. The greeting, payment details, “Already paid” link and sign-off are added for you. On the Starter plan, the ready-made texts are used.

Does it add late payment interest or fees?

No. Reminders ask for the amount you entered and never add interest or fees by themselves. If your contract or the law lets you charge them, you can mention this in your own reminder texts and send the interest as a separate invoice. Our guide to late payment interest explains the rules in the EU, UK, US and Australia.

What if an invoice is already overdue when I add it?

It gets one reminder in the next sending window: the most recent stage it has reached. An invoice that is 20 days late gets the 14-day reminder, not four emails in a row. If that first email is the 7-day or 30-day one, it is worded as a first notice rather than a second or final reminder. You can preview it on the invoice page first.

Can I import invoices from my accounting software?

Yes, from any software that exports a CSV file, or from a spreadsheet. You need columns for the invoice number, customer name, customer email, amount still to pay and due date; currency, invoice date, payment link and language are optional. You see a preview with any problems before importing. There is no direct connection to accounting software.

Will my customers get too many emails?

You choose which stages to use, each stage is sent only once, and an invoice never gets two reminders within 36 hours. The default is four reminders: on the due date and 3, 7 and 14 days after it. Reminders stop when you mark the invoice as paid, pause it, or your customer says they have paid.

What happens when I reach my limit or the trial ends?

When the month’s reminders are used up, due reminders wait and the invoice history says so; they go out when your allowance renews or after you upgrade. When the trial ends without a plan, no reminders go out and you cannot add invoices, but your invoices, settings and history stay and you can still mark invoices as paid.

More answers in the Payment reminders guide.

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