Past Due Reminder Sequences - Email Notifications

Past-Due Invoice Reminder Sequences

Recover overdue payments faster with automated, escalating email sequences

Automatically send timely reminders when invoices become overdue. Each template works as its own sequence with customizable timing, forming a multi-stage reminder plan.

How Escalating Sequences Work ⚡

Start with gentle reminders, then increase urgency to recover overdue payments faster.

Overview

• Send friendly reminders soon after invoices are overdue.
• Follow up automatically with clear, direct messaging if unpaid.
• Escalate older invoices with firm, urgent language.
• Customize timing, tone, and messaging for each stage.

Benefits ✅

• Save time — automate reminders and reduce manual work.
• Improve cash flow — recover overdue payments faster.
• Stay professional — escalate urgency without straining client relationships.

Try it yourself

Follow a live, step-by-step walkthrough to create and manage past-due invoice sequences.

🚀 Start interactive walkthrough

Opens in a new tab so you can follow along step-by-step.

Step-by-Step Setup 🛠️

⏱️ Sequence timing tip You can choose multiple occurrences — or none at all.

Setting recurrence to 0 means the email is sent one time only and will not repeat.

Step 1: Navigate to the Settings ▶

• Go to Customers.
• Select Notifications.
• Click Settings.
• Manage all Past Due Invoice Email Sequences, including timing, recurrence, and templates.

Step 2: Understand How Sequences Work ▶

• Each past-due email template functions as a separate sequence.
• Every sequence includes:
  • Start time: When the first reminder is sent (e.g., 3 days past due).
  • Recurrence: How often the reminder repeats.
  • On/off toggle: Enable or disable the sequence as needed.

Think of each sequence as a stage in your reminder workflow.

Sequences run sequentially, with later sequences starting only after earlier ones have either completed or reached their interval. A sequence continues until the invoice is paid or the next sequence begins.

• Example of a collections workflow across 3 sequences:

  • Sequence 1: Starts 3 days past due, repeats every 7 days (3–14 days overdue).
  • Sequence 2: Starts 15 days past due, repeats every 4 days (15–29 days overdue).
  • Sequence 3: Starts 30 days past due, repeats every 2 days (30+ days overdue).

Step 3: Configure the First Sequence ▶

• Choose when the first reminder should be sent (e.g., 3 days past due).
• Set the recurrence (e.g., every 3 days).
• Save and enable the sequence.
• This sequence continues sending reminders until the next sequence takes over.

Step 4: Add Additional Sequences ▶

• New sequences automatically start after the previous sequence based on the recurrence.
• Example:
  • Sequence 1: Starts at 3 days past due, repeats every 3 days.
  • Sequence 2: Automatically starts at 6 days past due.
  • Sequence 3: Starts at 9 days past due, and so on.
• Each new sequence generates a corresponding email template automatically.

Step 5: Edit Email Templates ▶

• Click Edit Templates.
• Find the template associated with the sequence you want to modify.
• Make changes and save.
• This ensures reminders use the correct messaging for each stage.

Step 6: Control Reminder Duration ▶

• Enable the setting to exclude reminders for invoices older than a specific number of days.
• Disable sequences or adjust start times to control how long reminders are sent.
• This prevents reminders for very old invoices.

💡 Tip: The system is intuitive and will automatically prevent email overlaps. You can configure multiple sequences without worrying about duplicate reminders.

Frequently Asked Questions

Can I create multiple sequences for the same client? ▶

Yes! You can set different sequences for different invoice ages, ensuring reminders escalate appropriately.

Can I create unlimited sequences? ▶

You can create up to 5 sequences.

What if an invoice gets paid in the middle of a sequence? ▶

Once payment is recorded, the sequence automatically stops for that invoice, preventing unnecessary follow-ups.

Want past-due reminder templates and best practices?

Check out our Past-Due Reminder Best Practices & Templates article. It includes ready-to-use email templates and practical tips for faster payments.