Invoice and renewal follow-up
Invoice follow-up for small businesses
Get paid without chasing anybody.
Quick Answer
An invoice follow-up workflow sends friendly payment reminders when an invoice goes past due. You write the messages once and pick the schedule, and each one goes out as a regular email from your address with your name on it. When a customer replies with a real question, a person takes over.
You did the work, you sent the invoice, and now it's day 23 and nobody at your shop wants to make that phone call.
An invoice follow-up workflow makes that call for you. Politely, on schedule, in your words. Your customers get a friendly reminder, you get paid faster, and nobody on your team spends their afternoon being the bad guy.
How it works
- 1
It watches your unpaid invoices
We connect the invoicing tool you already use, and when an invoice goes past due the workflow notices, so nobody has to keep a list in their head or a sticky note on a monitor.
- 2
It sends the reminders you'd send
You write the messages once, in your own voice, and you pick the schedule: day 7, day 14, day 30, whatever fits how you do business. Every reminder goes out with your name on it.
That's the difference that matters. An automated payment reminder from QuickBooks reads like a system notice, and people delete system notices. This goes out as a regular email from your address, in words you wrote, with your name at the bottom. Your customer reads it as you checking in personally, and people respond to a person reaching out where they'd ignore an automated bill reminder.
- 3
A person takes over the moment it matters
The second a customer replies with a real question or a real problem, the workflow steps aside and a person handles it. The workflow does the remembering, your people do the deciding.
What this is not
This is not a collections agency, and it's not a robot arguing with your customers. It's the same polite email you would send on day 30 if you remembered to send it, going out every time whether anybody remembers or not.
- From
- you@yourbusiness.com
- To
- Dana
- Subject
- Quick check-in on invoice #1042
Hi Dana,
Just checking in on invoice #1042 from last month. If it's already on your desk, ignore me, I know how the end of the month gets.
If something's holding it up, reply and tell me. I'd rather hear that than wonder.
And if it's just been one of those months, the link in the original invoice still works.
Thanks,
Carl
Who it's for
If you run a small service business and money you've already earned is sitting in somebody's inbox because follow-up is nobody's favorite job, this is the workflow to start with. It's usually the first one I recommend, because it pays for itself in cash instead of just saving time.
What it costs
Fixed price, agreed up front, based on your invoicing setup and how much you want the workflow to do. If the scope changes, the price may change, and we'll agree on that first. The payback is easy to check: if the reminders recover one invoice you would have written off, we can run your real numbers on the first call. It's free, and if a simpler fix makes more sense, I'll tell you.
FAQ
Common Questions
That's what the follow-up schedule is for. If an invoice goes past due, the next reminder goes out on the day you picked, in your words. If a customer still doesn't respond after the last one, a person decides what happens next, whether that's a phone call or something else.
Yes. Each reminder goes out as a regular email from your address with your name on it, not from a billing system or a no-reply address. You write the messages once and approve the schedule.
It can work with the invoicing tool you already use, QuickBooks included. We'll look at your setup before promising a connection, because how your invoices are tracked decides how the workflow notices a past-due one.
A person takes over. When a customer replies with a question or a problem, the workflow steps aside and someone on your team handles it. The workflow does the remembering, your people do the deciding.
Let's find out if this fits your business.
No pitch, no pressure. Just 15 minutes to look at how your follow-up works today and what fixing it first would look like.
Available evenings and weekends — because most small business owners aren't always free at 2 PM on a Tuesday.