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 Superteam
Your AI team, fully managed, on one subscription. Led by Coach.
A turn-key AI platform we set up, run and manage for you: AI employees led by Coach, your AI chief of staff, on one subscription.
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