One task, automated
Automatic reminders for overdue invoices
Once it is automated, chasing unpaid invoices takes care of itself: a friendly reminder a few days before the due date, another the day after, then a firmer follow-up if nothing happens. You only step in for the rare cases that need a real conversation. For a small business, entrepreneur or solopreneur, it can be running within days, using the tools you already have.
What it costs you today
Sending one reminder is quick. Doing it every single week is what adds up: open the accounting software, spot the late ones, find the right email, write something polite but clear, note that it is done. Then again next week.
A simple calculation: 2 hours a week × 50 weeks × $40 an hour = $4,000 a year spent chasing your own money. The $40 an hour is an assumption: it stands for the value of your time, or the loaded cost of someone on your team. Swap in your own number.
There is also the hidden cost: invoices nobody followed up on because the week got busy, and cash sitting in receivables instead of your bank account.
How it works, in 3 steps
Late invoices are spotted
Every morning, a workflow (a series of actions that run on their own) checks your accounting software for invoices coming due or past due.
The right message goes out at the right time
A friendly reminder before the due date, a second one a few days after, a firmer third one later. The wording is written with you, in your voice, with the invoice number and a payment link.
You stay in charge of the tricky ones
When a client replies, disputes an invoice or passes a set delay, you get an alert. An AI agent (a tool that reads and drafts) can prepare a reply for you to approve before it goes out.
What stays in your hands
You decide everything: how many reminders, the delay between them, the tone, and which clients to leave out. A loyal client who always pays a few days late won’t get the same message as an account that has gone quiet for two months.
Every reminder sent is logged with the date and amount, in your software or a simple spreadsheet. On Monday morning you see at a glance what got paid, what is still open and what needs a phone call. You no longer have to remember who got what.
And if you ever want to stop, everything stays in your name, in your accounts. Nothing is locked up on our side.
A concrete example
A made-up example for illustration, not a real client. A landscaping company near Edmundston sends about sixty invoices a month. Before: the owner chased payments on Friday nights when she remembered, and around ten invoices dragged past 60 days.
After: reminders go out on their own from her accounting software, with a payment link. She only handles two or three replies a week. For this kind of task, a first version takes about 48 hours, followed by a few tweaks.
Compatible tools
- QuickBooks Online
- Sage
- Wave
- FreshBooks
- Square Invoices
- Gmail
- Outlook and Microsoft 365
- Google Sheets or Excel (if you track invoices in a spreadsheet)
Using something else? We check with you what can be connected before we start.
Frequently asked questions
Won’t automatic payment reminders feel impersonal to clients?
Not if they are well written. Reminders come from your address, with your signature and your tone. Most clients simply pay sooner because the link is right there. Sensitive situations always come back to you.
My accounting software already sends reminders. Why automate?
Some software sends one basic reminder. Automation goes further: several steps with different tones, an alert when a client replies, updates to your tracking sheet, and exceptions such as a good client you never chase or a disputed file.
Is it legal to send automated payment reminder emails in Canada?
A reminder about an existing invoice relates to a transaction already agreed to. Canada’s Anti-Spam Legislation (CASL) exempts this kind of message from the consent requirement, but it must still clearly identify your business and how to reach you. Keep promotions out of reminders. If you are unsure about your situation, check with a legal professional.
How long does it take to set up?
A first version can be running in 48 hours once your accounting software is connected. We then adjust the wording and timing based on how your clients respond.
Can I pause reminders for a specific client?
Yes. A simple tag in your software or a column in your spreadsheet is enough to put a client on hold, for example while a payment arrangement is in place.
Try it on a real task
Pick one task that comes back every week. We automate it in 48 hours, with your tools, and you see the result before going any further.