Will automated reminders annoy my clients?

Professional, well-timed reminders actually improve the client relationship — they're a courtesy, not a collections call. The tone matches your brand, and clients who pay on time never see them.

What invoicing tools do you integrate with?

QuickBooks, Xero, FreshBooks, Stripe, and most tools with an API. If you send invoices from a spreadsheet, we can work with that too.

How fast will I see results?

Most businesses see a measurable reduction in overdue invoices within the first 30 days. The automated reminders catch the 'I forgot' payments immediately — which is the majority of late payments.

Accounting & Finance

Your firm sends invoices after completing tax returns — but half your clients don't pay for 45+ days because nobody follows up.

Accounting firms often carry $30K–$100K in outstanding receivables, especially after tax season. Automated payment reminders tied to engagement milestones (return filed, books closed) collect faster without your team having to send awkward follow-up emails.

Three ways to solve this

Pick the tier that matches where your team is today. Each includes a clear workflow, the tools involved, and what you can expect.

Starter

3–5 days

1–10 employees, invoices sent manually, reminders sent when someone remembers.

Workflow

1Connect your invoicing tool (QuickBooks, Xero, or even a spreadsheet) to Make so new invoices are tracked automatically.
2Set up automated reminders: a friendly nudge 3 days before due date, a reminder on due date, and escalating follow-ups at 7, 14, and 30 days overdue.
3Add a Slack notification for your team when any invoice hits 14 days overdue — so a human can step in for the tough conversations.
4Build a simple aging report in Google Sheets that updates daily: who owes what, and for how long.

Tools

Make QuickBooks Slack Google Workspace

Outcomes

Every invoice gets followed up — automatically, on schedule.
Overdue invoices flagged to the team before they become problems.
Collections cycle shortened by 10–15 days on average.
No more awkward 'just checking in' emails typed by hand.

Growth

1–2 weeks

10–50 employees, dedicated bookkeeper or finance person, multiple payment terms across client types.

Workflow

1Integrate QuickBooks (or your invoicing system) with HubSpot so payment status is visible alongside deal and client data.
2Build conditional reminder sequences: different cadences for net-15 vs. net-30 vs. net-60 clients, and different tone for first-time vs. repeat offenders.
3Create automated escalation paths: if an invoice hits 30 days overdue, it triggers a task for the account manager to call the client. At 60 days, it alerts finance leadership.
4Deploy a weekly cash flow dashboard showing expected payments, overdue amounts, and collection forecast.

Tools

HubSpot Make QuickBooks Slack

Outcomes

Payment reminders adapt to client type and payment history.
Account managers get involved at the right time — not too early, not too late.
Finance team has real-time visibility into cash flow and collections.
Average days sales outstanding (DSO) drops by 15–25%.

Scale

3–6 weeks

50+ employees, high invoice volume, needs automated collections workflows integrated across finance and operations.

Workflow

1Build a full collections automation engine: invoices tracked from creation through payment, with automated touchpoints at every stage.
2Implement smart prioritization: AI analyzes payment history and client data to predict which invoices are at risk of going overdue — and escalates proactively.
3Connect collections workflows to project management: if a client's payments are consistently late, new project work is flagged for review before kickoff.
4Deploy executive dashboards: DSO trends, collection effectiveness, cash flow forecasting, and at-risk accounts — all in real time.