Send escalating reminders for overdue invoices automatically

Tracks unpaid invoices and automatically sends increasingly firm payment reminders until you get paid.

How the work actually flows

It branches. Every path runs; runs once per each overdue or approaching invoice.

Pattern: Parallel Split (2) ยท Multiple Instances without Synchronization (12)

flowchart TD trig(["scheduled invoice check"]):::trigtime s0[["flag overdue or approaching invoices"]]:::mi s1["look up client contact details"]:::task s2["determine escalating reminder tone"]:::task trig --> s0 s0 --> s1 s1 --> s2 gx{"+ who gets notified"}:::gate s2 --> gx p00["send reminder email"]:::task gx -->|"email the client"| p00 p10["send slack notification"]:::task gx -->|"alert the team"| p10 p00 --> out p10 --> out out[/"overdue invoices reminded automatically"/]:::out pay{{"gets paid faster without chasing clients"}}:::pay out --> pay classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
Starts itA stepRuns once per itemEvery pathResultPayoff
Build size
Advanced

A larger build with multiple systems, AI reasoning, and custom rules.

Business functions
Email AutomationMessaging & NotificationsImage & Media ProcessingScheduling & CalendarFinance & Accounting
Connects
iFirmaGmailPostGridSlack

The problem it solves

You know exactly how much time gets lost chasing clients for money they already owe you. Checking due dates in a spreadsheet, drafting another polite nudge, and deciding when to escalate eats into hours you'd rather spend on billable work, and awkward invoices slip through the cracks.

Who it fits

Small agencies, consultancies, or any business that invoices clients and struggles with late payments.

How it works

  1. The system checks your invoices on a schedule
  2. It flags any invoice that's approaching or past its due date
  3. It looks up each client's contact details automatically
  4. A reminder email goes out, with the tone escalating the longer the invoice stays unpaid
  5. Your team gets a Slack notification so nothing is missed
Quick estimate

Revenue this recovers

Only money already in front of your business. No uplift assumptions.

per month
$
per month
per month
0Invoices recovered per month
0Revenue recovered per year

You decide how many written-off invoices consistent reminders would recover. Invoices that would have been paid late anyway are not counted as recovered.

What you get

Automatic, appropriately-toned payment reminder emails sent to clients with overdue invoices, plus a Slack alert for your team.

What you need

An iFirma accounting account, a Gmail account, a PostGrid account for mailed notices, and a Slack workspace.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

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