Chasing Overdue Invoices
Trade2Base gives you a clear view of every outstanding invoice and the tools to chase payment quickly — from one-click reminders to automated follow-up sequences.
Viewing overdue invoices
There are two places to find overdue invoices in Trade2Base:
The main dashboard shows a summary of overdue invoices at a glance: total outstanding amount and number of invoices. Click the widget to jump to the full list.
The full overdue invoices report lists every outstanding invoice with customer name, invoice number, amount, due date, and days overdue. You can sort, filter, and export this list.
Invoice age bands
Overdue invoices are colour-coded by age so you can prioritise your chasing:
Recently overdue. A polite first reminder is usually enough.
Requires active chasing. Send a reminder and consider a follow-up WhatsApp message.
Significantly overdue. Escalate your approach — consider marking as disputed or uncollectable if no response.
Sending a payment reminder
From the overdue invoices list, click the invoice to open it.
Tap "Send Reminder" at the top of the invoice. Trade2Base sends a polite, professionally worded email to the customer with a Stripe payment link so they can pay instantly.
Each reminder is logged under the invoice with the date and time sent. You can see exactly how many reminders have been sent and when.
Setting up automated reminders
Save time by letting Trade2Base send overdue reminders automatically. Go to Settings → Automations → Overdue Invoice Reminders and set your rules. For example:
Trade2Base automatically sends a polite first reminder with the payment link.
A firmer follow-up is sent if the invoice is still unpaid after 14 days.
You can set any interval and customise the email message for each reminder in the sequence.
Sending a WhatsApp reminder
For customers who are more responsive to WhatsApp, you can send a payment reminder directly from the invoice. Open the invoice, tap “Send via WhatsApp”, and Trade2Base prepares a message with the payment link already included. You can edit the message before sending. The customer receives it as a WhatsApp message and can pay via Stripe by tapping the link.
Adding a late payment note to the customer record
To keep a record of late payment history on a customer, open the customer record and add an internal note. Notes are only visible to your team — not to the customer. This is useful for flagging customers who are consistently late so you can adjust payment terms or require a deposit upfront on future jobs.
Marking an invoice as disputed or uncollectable
If the customer is disputing the invoice, open the invoice and select "Mark as disputed" from the status menu. This removes it from the overdue chase list while you resolve the dispute, and flags it for your attention in reports.
If you have exhausted all options and do not expect to receive payment, mark the invoice as "Uncollectable". This writes off the amount for reporting purposes. Consult your accountant before writing off invoices as this affects your VAT and income tax position.
CIS deductions on invoices
If your customer is a contractor under the Construction Industry Scheme (CIS), they are required to deduct CIS tax (typically 20%) from the labour portion of your invoice before paying you. Before chasing a CIS invoice, confirm whether a CIS deduction applies and note the deducted amount on the invoice. The customer should provide you with a CIS deduction statement each month. Mark the invoice as partially paid for the net amount received, with a note recording the CIS deduction. You can then reclaim the deducted tax via your Self Assessment or Corporation Tax return.
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Trade2Base chases overdue invoices automatically so you can focus on the work.
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