What unpaid invoices cost you.
An invoice nobody follows up is cash sitting idle. Not because the customer refuses to pay, but because nobody had the time to send them the short email at the right moment. Across ten or so slow customers, that is hundreds, sometimes thousands of euros left outside for too long.
And manual follow-up has another cost, less visible: yours. Opening the spreadsheet, spotting the overdue ones, finding the right amount, rewriting a polite but firm email, noting who has already been chased and when. That is half a day a month going up in smoke, an unpleasant task you put off, and the awkwardness of chasing a good customer like a bad payer. The work is thankless, so it gets done badly, or late.
The follow-up that happens on its own.
We automate the whole payment tracking chain, from the missed due date through to payment collection. The system reads your invoices where they already live (invoicing software, spreadsheet, payment tool), spots the late ones, and sends the reminders for you, signed in your name.
You keep control of the tone and the pace. We set a rhythm that sounds like you, and the system follows it.
- Automatic detection of invoices past their due date
- A first polite reminder, then follow-ups that grow firmer
- A different tone for a good customer and a chronic late payer
- Stops immediately as soon as payment is seen
- A clear summary of who owes what, and for how long
An example, from end to end.
Take an invoice issued on the 1st of the month, payable in 30 days. Here's what the scenario, built in n8n, does in your place.
The trigger is time passing: every morning, the workflow reads through your invoices and compares the due dates with today's date. As long as nothing is late, it stays put. On day 31, it spots that the invoice is overdue and unpaid and sends a first gentle reminder from your address. Five days later, still nothing: it follows up, a notch firmer, restating the amount and the missed due date. A week after that, it prepares a last, more direct follow-up and lets you know so you can decide what happens next. At every step, it first checks whether the invoice has been paid: if it has, everything stops, and the client is never chased for nothing. The result: your invoices are tracked every day without you touching them, payments come in faster, and you no longer chase someone who has already paid.
Where it all connects.
Follow-ups never live alone. In your cycle, just before them you often find automated creation and tracking of quotes, and just after them reporting on your business and your outstanding receivables. To see everything, go to the automation hub. If your case is off the beaten track, we do custom builds shaped around your trade; and if you would rather start simple, the ready-to-use packages cover the usual needs, with the pricing details on a page of their own. For practices and independent professionals, we also have a page on automation for practices.
Your unpaid invoices deserve better.
Tell us how you track your invoices today, over a coffee. 45 minutes to see what we can automate, no commitment, and you leave with a costed plan within 72 hours.
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