Track and Chase Overdue Invoices
Late payments hurt cash flow. Trade2Base gives you a dedicated overdue invoices dashboard so you can see exactly what you're owed, chase payments with one click, and keep your accountant in the loop — all without leaving the app.
Viewing the overdue invoices dashboard
Go to Invoices in the sidebar, then click the Overdue tab at the top of the list. The dashboard shows every invoice that has passed its due date and has not been marked as paid. For each invoice you can see the customer name, invoice number, original due date, number of days overdue, and the outstanding amount.
Use the Filter by age dropdown to narrow the list:
The total outstanding amount for the current filter is shown at the top of the dashboard so you always know the headline number.
Sending a payment reminder
You can send a payment reminder directly from the overdue dashboard without opening the full invoice:
Locate the overdue invoice in the dashboard. You can search by customer name or invoice number using the search bar at the top.
Click the Send reminder button on the invoice row. A panel slides in showing a pre-written reminder message.
Select WhatsApp or Email depending on how the customer prefers to hear from you. Both options include a payment link so the customer can pay immediately.
Read the message, edit it if you'd like to personalise it, then click Send. The reminder is logged against the invoice so you can see when it was last chased.
Enabling automatic payment reminders
Instead of chasing invoices manually, you can let Trade2Base send reminders automatically. Go to Settings → Automations and enable the Overdue invoice reminder automation. You can configure:
As soon as an invoice is marked as paid — either manually or via a Stripe payment — the auto-reminder sequence stops automatically. No embarrassing chaser messages to customers who have already paid.
Writing off bad debt
If you decide a debt is uncollectable, you can write it off so it no longer appears as outstanding in your reports. Open the invoice, click the More actions menu (the three-dot icon), and select Write off as bad debt. You will be asked to confirm the action and optionally add a note explaining the reason.
Written-off invoices are moved to a separate Bad debt tab in the invoices section. They are included in your exported reports with their own status so your accountant can treat them correctly at year end. A written-off invoice can be reinstated if the customer later pays.
Writing off bad debt in Trade2Base does not automatically post a journal entry to Xero or your accounting software. Speak to your accountant about how to handle bad debt write-offs in your books.
Exporting the overdue list for your accountant
At the top of the overdue dashboard, click Export to download a CSV file of all overdue invoices in the current filtered view. The export includes:
The CSV opens in Excel, Google Sheets, or any accounting software that accepts spreadsheet imports. Your accountant can use it to reconcile aged debtors at any point in the financial year.
Automatic reminders and one-click chasing keep your cash flow healthy. Try it free.
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