Payment reminder demo: polite, escalating reminders for overdue invoices
Checks unpaid invoices every weekday and sends a friendly reminder at 3 days overdue, a firmer one at 10 and a final one at 20, flagged to the owner. Paid invoices are skipped, so reminders stop by themselves.
These are demos, not client projects. All names, emails and amounts are fictional. The demos run entirely in your browser: nothing you type is sent, stored or tracked.
Invoice payment reminders (demo)
DEMO · fictional data · nothing is sent
1 · What comes in
- INV-1101 · €480.00Oakridge Furniture Ltd (demo)Due: 24 Oct · overdue: 3 d · Last reminder sent: none
- INV-1097 · €250.00Green Leaf Café (demo)Due: 14 Oct · overdue: 13 d · Last reminder sent: friendly
- INV-1090 · €1,200.00Hartley & Co (demo)Due: 1 Oct · overdue: 26 d · Last reminder sent: firmer
- INV-1099 · €320.00North Bikes (demo)Due: 16 Oct · paid · Last reminder sent: friendly
- INV-1104 · €150.00Bluebell Design (demo)Due: 11 Nov · due in: 15 d · Last reminder sent: none
2 · What the automation does
- 1Read the invoice list
- 2Skip paid invoices and invoices not yet due
- 3Pick the stage: friendly 3+ days overdue, firmer 10+, final 20+
- 4Write the email in the tone of the stage
- 5Flag final-stage invoices to the owner
- 6Build the overview with totals
3 · Result
Press “Run the automation” to see what it would send. Change the inputs on the left first if you like.
Manual vs automated
- Manual
- 23 min / week
- Automated
- 7 min / week
- Time saved
- 16 min / week
- ≈ 1.2 hours saved per month
How we calculate this
- 1 min per invoice to check if it's paid
- 6 min to write and send each reminder
- This run: reminders 3, invoices 5 → 4.6 min per invoice
- The automation takes over 70% of the task time (the same assumption as our hours-saved calculator). The rest stays with you: reading replies, checking documents, judgement calls.
Want this with your own tools?
Document & Payment Chaser for accounting firms · from €290
For technical teams: download the n8n workflow (JSON) — Same logic as this demo. Fictional data, no credentials, email steps disabled.
How it works
- 1The automation reads your invoice list or an export from your invoicing software.
- 2Paid invoices and invoices not yet due are skipped.
- 3Overdue invoices get the next reminder stage, each one only once: friendly, then firmer, then final.
- 4Final-stage invoices are flagged to the owner, with an overview of what's paid, open and overdue.
Questions about this demo
What if a client pays after the first reminder?
Once the invoice is marked as paid (manually or from your invoicing export), no further reminders are sent.
Can reminders go out from our own email?
Yes. In the real setup they go out from your Google Workspace or Microsoft 365 account.