Automated Payment Reminders That Chase Invoices for You
Six scheduled steps around the due date, personalized per client, with a log of every send.
Remindoo sends automated invoice payment reminders for US accounting firms. A six-step sequence runs 7, 3 and 1 days before the due date and 1, 3 and 7 days after, each step with its own subject and message, personalized with merge tokens and recorded in dispatch logs.
Last updated: September 16, 2026 · Reviewed by Waqas Sagar, ACA FCCA, chartered accountant (UK) and founder of Remindoo.
Key facts
- Six-step reminder sequence: 7, 3 and 1 days before due; 1, 3 and 7 days overdue
- Each step carries its own subject line and message body
- Merge tokens for client name, company name, invoice number, invoice amount, due date and payment link
- Dispatch channel set per step
- Template settings saved and reused across invoices
- Dispatch logs record timestamp, invoice number, channel, scenario, status and any error notes
What are automated payment reminders?
Automated payment reminders are scheduled messages sent to a client around an invoice due date, without anyone in the firm writing them. Instead of an admin working through an aged receivables list, the schedule does the chasing and the firm only gets involved when a client responds or when the sequence runs out.
In Remindoo the sequence is attached to the invoice, so the timing is driven by that invoice's due date rather than by a calendar reminder someone has to maintain. Because each step has its own wording, the tone can move from a neutral heads-up before the due date to something firmer a week after it.
Why firms stop chasing
Chasing eats admin hours
Someone spends part of every week writing variations of the same message, checking each invoice, and pasting amounts and dates that the system already knows.
It stops during busy season
Reminders are the first thing dropped when returns are due, which is exactly when the largest invoices are going out and receivables need attention.
No record of who was chased
Without a log, nobody can answer whether a client was reminded, when, or what the message said, so the conversation restarts from scratch.
How Remindoo handles it
| Problem | Workflow in Remindoo | Outcome |
|---|---|---|
| Manual reminder emails | A six-step sequence runs from the invoice due date, using saved subject lines and message bodies | Chasing continues without an admin in the loop |
| Generic wording | Merge tokens pull the client name, company name, invoice number, amount, due date and payment link into each message | Messages that read as written for that client and that invoice |
| Same tone at every stage | Each step has its own subject and body, edited independently | Neutral before the due date, firmer once it is a week overdue |
| No audit trail | Dispatch logs record timestamp, invoice number, channel, scenario, status and notes or errors | A clear answer to what was sent and whether it went through |
How it works
Open the reminder sequence editor
Six tabs cover 7, 3 and 1 days before the due date and 1, 3 and 7 days after it.
Write each step
Set the subject line and message body for that step, and drop in merge tokens for the client and invoice details.
Choose the dispatch channel
Set the channel for the step. Confirm which channels are enabled for your firm before you rely on anything other than email.
Tighten the overdue wording
The later steps can carry a firmer message that names the next step, without changing the earlier, softer reminders.
Save the template and review the logs
Save the settings, then use the dispatch logs to see timestamp, invoice number, channel, scenario, status and any error notes.
Want to see this against your own client list and service mix? Book a walkthrough and we will show the workflow end to end, then answer the questions specific to how your firm bills.
Book a demoGetting the timing right for US firms
A reminder schedule works best when it starts before the due date rather than after it. The pre-due messages are not chasing at all; they are a courtesy that gives an accounts payable contact time to get the invoice into a payment run, which is where most of the delay actually sits for business clients.
After the due date, what matters is that the cadence is predictable and the tone escalates. Three messages spaced one, three and seven days out are usually enough to separate an oversight from a real collections problem, and they give the partner a clear point at which to pick up the phone instead of sending a fourth email.
Whatever schedule you use, keep the payment method in the message. A reminder that does not make paying easier is only telling the client something they already know.
Remindoo vs manual chasing
| Task | Manual emails and a spreadsheet | Remindoo |
|---|---|---|
| Deciding who to chase today | Read down an aged receivables list | Driven by each invoice's due date |
| Writing the message | Copy the last one and edit the numbers | Saved subject and body per step with merge tokens |
| Keeping the tone right | Depends who is sending it | Wording set once per step, before and after due |
| During filing season | First thing to slip | Runs on schedule regardless of workload |
| Proving a client was chased | Search a mailbox | Dispatch log with timestamp, channel, scenario and status |
| Including a payment link | Pasted by hand | Payment link token in the message body |
A reminder cadence you can copy
An example schedule, not a benchmark. Adjust the tone and timing to suit your client base and your engagement terms.
| Step | Timing | Tone | Example subject line |
|---|---|---|---|
| 1 | 7 days before due | Informational | Invoice {{invoice_number}} is due on {{due_date}} |
| 2 | 3 days before due | Helpful nudge | Coming up: {{invoice_amount}} due {{due_date}} |
| 3 | 1 day before due | Short reminder | Invoice {{invoice_number}} is due tomorrow |
| 4 | 1 day overdue | Polite, assumes an oversight | Invoice {{invoice_number}} is now past due |
| 5 | 3 days overdue | Direct, asks for a date | Following up on invoice {{invoice_number}} |
| 6 | 7 days overdue | Firm, names the next step | Action needed: invoice {{invoice_number}} is 7 days past due |
Payment reminder email templates for accounting firms
Six short templates matching the six steps. Copy them into your reminder sequence and edit the wording to sound like your firm. Tokens in braces are replaced with the real client and invoice details when the message is sent.
7 days before due
Hi {{client_name}},
A quick heads-up that invoice {{invoice_number}} for {{invoice_amount}} is due on {{due_date}}. You can pay online using the link below, and I am happy to resend the PDF if your accounts payable team needs it.
Thank you,
{{company_name}}3 days before due
Hi {{client_name}},
Invoice {{invoice_number}} for {{invoice_amount}} is due in three days, on {{due_date}}. The payment link is below if it is easier than a transfer.
Thank you,
{{company_name}}1 day before due
Hi {{client_name}},
Invoice {{invoice_number}} for {{invoice_amount}} is due tomorrow, {{due_date}}. If it is already scheduled, please ignore this note.
Thank you,
{{company_name}}1 day overdue
Hi {{client_name}},
Invoice {{invoice_number}} for {{invoice_amount}} was due on {{due_date}} and shows as unpaid on our side. If it has been paid in the last day or two, let me know and I will match it up.
Thank you,
{{company_name}}3 days overdue
Hi {{client_name}},
Invoice {{invoice_number}} for {{invoice_amount}} is now three days past due. Could you confirm the date it will be paid, or let me know if anything on the invoice needs correcting?
Thank you,
{{company_name}}7 days overdue
Hi {{client_name}},
Invoice {{invoice_number}} for {{invoice_amount}} is seven days past due. Please arrange payment using the link below, or reply with a payment date so I can note it on the account.
Thank you,
{{company_name}}Frequently asked questions
When should an accounting firm send a payment reminder?
Start before the due date. A note seven days out gives a client time to schedule the payment, and shorter reminders three days and one day out catch anything that has been missed. After the due date, follow up at one, three and seven days. Remindoo's sequence uses exactly those six points, driven by each invoice's due date.
How many reminders should I send?
Remindoo provides six steps: three before the due date and three after. That is usually enough to separate an administrative oversight from a genuine payment problem. If an invoice is still unpaid after the final step, it is a collections conversation rather than an email sequence, and the dispatch log gives you the history to open it with.
Can I personalize reminders?
Yes. Each step has its own subject line and message body, and merge tokens insert the client name, company name, invoice number, invoice amount, due date and payment link. The result reads as a message about one specific invoice rather than a bulk notice, without anyone typing the details in.
Can I see if a reminder was delivered?
Dispatch logs record each send with a timestamp, the invoice number, the channel used, the scenario that triggered it, the status, and any notes or errors returned. That tells you whether a message went out and whether anything failed. Remindoo does not report email opens or clicks.
Can reminders include a payment link?
Yes. A payment link token can be placed in the message body, so the reminder carries the same online payment route as the invoice itself. Including it matters: a reminder that makes paying a single click away removes the most common reason a client puts an invoice back down.
Can I change the wording for overdue invoices?
Yes. Because every step is edited separately, the three overdue messages can be firmer and more direct than the three that go out before the due date. You can ask for a payment date, name the next step, or change the subject line entirely, without touching the earlier reminders.
Which channels can reminders use?
Each step has its own dispatch channel setting. Email is the standard channel. If your firm wants to use any other channel for US clients, confirm availability with us first, and remember that business messaging generally requires the client to have opted in. Remindoo does not send SMS reminders.
Related for US firms
Let the schedule do the chasing
Invoicing, reminders and client records in one practice management system.