Get paid on time without chasing
Polite, persistent invoice follow-ups that go out on schedule and hand the hard conversations to you.
- Time
- One afternoon
- You'll need
- Your invoicing software · An automation tool (Zapier, Make or your software's built-in reminders) · An AI assistant
- You'll end up with
- Every overdue invoice gets a timely, friendly reminder, and you only step in for disputes.
The steps
- 01
Set your reminder schedule
A common rhythm: a friendly note 3 days before the due date, a reminder on the day, then at 7, 14 and 30 days overdue. Decide when a person takes over.
- 02
Write the messages in your voice
Draft one message per stage, getting firmer but always polite. Include the invoice number, amount and a payment link.
Prompt Write five invoice reminder emails for my business, from friendly (3 days before due) to firm (30 days overdue). Keep each under 80 words, polite and specific. Use placeholders for {name}, {invoice}, {amount}, {due_date} and {pay_link}. Our tone: [describe]. - 03
Automate the schedule
Use your invoicing tool's reminders or an automation that sends the right message when an invoice reaches each stage. Stop the sequence automatically when payment arrives.
- 04
Route replies to a person
Any reply that mentions a dispute, hardship or a mistake pauses the sequence and goes to you. Those are relationships, not reminders.
What breaks
- Reminders keep going after the customer paid by check or transfer. Reconcile before each send.
- A long-time customer gets a firm notice about a disputed invoice. Pause on any reply.
Keep it safe
- Keep payment links pointing only to your real payment page, and tell customers you'll never ask for card details by email.
How you'll know it worked
- Average days to get paid.
- Invoices over 30 days overdue.
- Hours per month spent chasing.
Do it with Hands
AI employees that work beside your team. Led by Coach.
Personal assistants, agentic staff and team augmentation, run by Coach, your AI chief of staff.
About Hands →More Business Playbooks
All playbooks →Strategy
Find your first five AI wins
A one-week audit that turns "we should do something with AI" into a ranked list of five projects worth doing.
Read the playbook →
Front office
Never miss a call: set up an AI front desk
Answer every call and message, book appointments and field common questions, day and night, with a human for anything tricky.
Read the playbook →
Sales
Quotes in minutes, not at midnight
Turn a quote request into an accurate draft you review and send, using your own price list and past jobs.
Read the playbook →
Want this running in your business, without the setup?
Book a call (opens in a new tab)New Business Playbooks by email
Get the next guide the day it's published.