Invoice overdue reminder automation
Stop chasing payments manually. Set up automatic reminders that go out the moment an invoice goes overdue — polite, professional, and completely hands-off.
How the overdue reminder works
The trigger fires the moment an invoice passes its payment due date without a payment recorded. You can choose to wait a few days before sending — giving the customer a short grace period — and set up a second escalation reminder for persistent non-payers.
Invoice becomes overdue (past payment terms)
Send 3 days after due date
Escalate 7 days after first reminder
Setting up the first reminder
Open Automations from the sidebar and click "New Automation".
This fires as soon as an invoice passes its payment due date with no payment recorded.
A 3-day buffer after the due date avoids alarming customers who may have paid by bank transfer but where the funds are still clearing. Adjust to 1 day if you prefer a tighter window.
Email is the best channel for invoice reminders. It creates a paper trail, feels professional, and allows the customer to reply with any queries. WhatsApp is also fine for less formal relationships.
Use a polite but clear tone. Include the invoice number, amount, and due date as merge tags so the message is specific. See the template below.
Toggle to Enabled and save. Trade2Base will now monitor all your invoices and send reminders automatically.
Recommended reminder template
Subject: Friendly reminder — Invoice {{invoice_number}} overdue
Hi {{customer_name}},
Just a quick note to let you know that invoice {{invoice_number}} for {{invoice_amount}} was due on {{due_date}} and appears to still be outstanding.
If you've already arranged payment, please ignore this message. If not, you can pay securely online here: {{payment_link}}
Please get in touch if you have any questions.
Thanks, {{company_name}}
Setting up a second escalation reminder
For invoices that remain unpaid after the first reminder, create a second automation with the same trigger but a longer delay (10 days after overdue). Use a firmer but still professional tone.
The second reminder should acknowledge that this is a follow-up: “We sent a reminder on [date] and this invoice remains outstanding. Please arrange payment within 5 working days or contact us to discuss.” Avoid aggressive language — it damages the relationship and is rarely more effective than a firm, calm reminder.
When to take manual action
If a customer disputes the invoice, open the invoice in Trade2Base and change the status to Disputed. This pauses all automated reminders for that invoice so the customer isn't chased while you resolve the issue.
If an invoice remains unpaid after two reminders, pick up the phone. A direct call is more effective than any automated message for genuinely difficult situations. Note the outcome in the invoice comments so there's a clear record.
Sign up for Trade2Base and let the overdue reminder automation work for you from day one.
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