Invoice Office home
Log inStart free trial

Payment reminders

Create payment reminders online

Stop chasing overdue invoices by hand. Invoice Office creates the reminder from the invoice, adds any fee or interest you charge, and follows up on your schedule — until the payment lands and the chase stops on its own.

Start freeSee what’s inside
4.7/5 average scoreFree plan · 14-day trial · No credit card
An Invoice Office payment reminder showing the overdue invoice, the amount already paid deducted, a reminder fee and interest, and the total left to pay

Everything on the reminder

Follow up without the awkwardness

Chasing money is the part of running a business nobody enjoys. Set the wording and the schedule once, and let the reminders do it for you — consistently, and in your own voice.

Customisable reminder templates
Design the reminder once — your logo, your layout, your tone — and reuse it for every customer. Polite but firm reads better than an automated-looking demand, and it gets paid faster.
As many reminder stages as you need
Create payment reminder sits on any finalized invoice that is not yet fully paid. Behind it is a ladder of stages you define — each with its own name, wording, email template, timing and charges — and Invoice Office always offers you the next one along.
Reminder terms per customer
Reminder terms are set up per document type and language, with one marked as the default, and the right set is attached to each customer. A long-standing client and a chronic late payer do not need the same follow-up schedule.
Automatic or manual workflows
Switch auto-send on for a stage and its reminders go out on their own once an invoice expires. Leave it off and nothing is sent automatically — you raise the reminder yourself with Create payment reminder on the invoice, and it opens as a Draft for you to check and send.
Document texts per stage
Write different wording for each stage of the chase, so a first friendly nudge and a final notice do not go out saying exactly the same thing.
Attachments & the original invoice
Send the reminder with the original invoice attached, plus any contract or agreement you add to it, so the customer can verify what is owed without emailing you back to ask.

Amounts & terms

Ask for the right amount

A reminder is not just a copy of the invoice. It can carry a fee, add interest, and account for anything already paid — so the number on it is the number your customer genuinely still owes.

More about invoicing

  • Reminder fees

    Add an administration fee to cover the cost of chasing. It is set per reminder stage in your reminder terms, so a later reminder can carry a higher fee — and it applies consistently rather than being decided per invoice.

  • Interest on late payment

    Charge an interest rate on top, calculated as a percentage of the invoice amount and set per reminder stage. Showing the cost of paying late clearly is one of the more effective ways to move an invoice up someone’s pile.

  • Outstanding balance after part payments

    Amounts already paid are deducted, so the reminder asks for what is genuinely still owed. Chasing a customer for money they have already sent costs you goodwill.

  • Expiry dates & escalation

    The automatic reminder goes out on the day the invoice falls due. Each stage then gives its reminder its own expiry period, and that date is what tells you when the next stage is due.

How it works

Overdue to paid, without the chasing

  1. Step 1The invoice goes overdue

    Invoice Office tracks the payment term on every invoice and flags it the moment it expires — you do not have to watch due dates or reconcile the bank by hand to notice.

  2. Step 2The first reminder goes out

    A branded reminder is created from the invoice with any fee or interest applied. With auto-send on it is emailed straight away; otherwise you raise it yourself with Create payment reminder, and it opens as a Draft for you to check, attach the invoice and send.

  3. Step 3Follow-up until it is paid

    Still nothing? Create payment reminder raises the next stage in the ladder, with its own wording and charges. As soon as the payment is registered, the chase stops on its own.

Payment reminder questions, answered

What is a payment reminder?
A payment reminder is the follow-up you send when an invoice passes its due date without being paid. It restates what is owed, references the original invoice, and asks for payment — optionally adding a reminder fee or interest on the overdue amount.
Can reminders be sent automatically?
Yes. Turn auto-send on for a reminder stage and its reminders go out on their own once an invoice expires, following the reminder terms attached to that customer. With auto-send off nothing goes out on its own — you create the reminder yourself from the invoice and it opens as a Draft for you to review and send.
How many reminders can I send for one invoice?
As many as you set up. Reminder terms are built from stages, and you can add as many as your process needs — each with its own name, wording and email template, and, from the second stage on, its own fee and interest. The stage’s expiry period decides how long Invoice Office waits before the next one is due.
Can I charge a fee or interest for late payment?
Yes. From the second stage onwards each reminder carries its own administration fee and interest rate, so a first friendly nudge stays free and later reminders can charge more. Both are shown on the reminder, so the customer can see exactly how the amount was reached.
What happens if the customer paid part of the invoice?
Payments already registered against the invoice are deducted from the reminder total, so it asks only for the balance still outstanding — plus any reminder fee and interest — rather than the original invoice total.
Do reminders stop once the invoice is paid?
Yes. Once the payment is registered against the invoice, the invoice is no longer overdue and no further reminders are generated for it — so nobody gets chased for money they have already sent.

More answers in our FAQ and help center.

Related

The rest of the getting-paid flow

Get paid without the chasing

Let your reminders run themselves. Free to start, and no credit card to try it.

Start freeSee pricing