Collections reminders
Chasing overdue invoices is awkward, so it gets put off. We set up polite reminders that go out on schedule, sound like you, and stop the moment the customer pays.
- Worth automating when
- More than about 20 invoices open at a time, or customers regularly paying later than your terms.
- Works with
- QuickBooks, Xero, FreshBooks, Stripe invoicing, Gmail, Outlook, and most tools with an export or a connection.
- Who checks the exceptions
- You or your office manager, for every reply and every account past the limit you set
- Price
- from $3,500 fixed, quoted before we start. Optional upkeep from $350 a month.
How it runs
Open invoices are checked every morning
Against their due dates and against payments received overnight.
Reminders go out on your schedule
For example a friendly note before the due date, a nudge a week after, a firmer note at 30 days. You choose the steps and the wording.
Each comes from your email address
In your words, with the invoice and a link to pay attached.
Payment stops the sequence
As soon as the payment is recorded, even partway through the day.
People take over when it matters
A reply, a dispute or an account past your limit goes to a person, with the history of what was sent.
A worked example
A typical setup, to show how the pieces fit. Not a client story.
A 9-person commercial cleaning company
Today: About 60 business customers on 30-day terms. Reminders happen when someone remembers, usually at month end.
After: Every overdue invoice gets the same polite sequence. Replies land in the office manager's inbox. The owner stops spending Friday afternoons on the phone.
| Measure | Before | After |
|---|---|---|
| Time chasing invoices | 3 hrs/wk | 30 min/wk |
| Reminders sent on time | sometimes | every time |
Questions about collections reminders
- Will customers know it's automated?
- The emails come from your address, in your voice, and replies come straight to you. Most customers simply see a well-organized supplier.
- Can we leave certain customers out?
- Yes. Any customer or invoice can be excluded, and you can pause the whole thing with one switch.
- Is this allowed under anti-spam rules?
- These are messages about an invoice the customer already owes you, sent with your real business name and contact details. We set them up that way from the start.
Have a chore like this?
Book a free 20-minute call. We'll tell you whether it's worth automating and roughly what it would cost. If it isn't worth it, we'll say so.
Pick a time