Automated payment reminders
Reminders that escalate,
sent from you.
Most automated payment reminders are the same template, three times, from a noreply address. Reeve writes each one for the invoice, sends it from your own email, firms up the tone when earlier ones go unanswered, and stops the moment you are paid.
- Setup
- Under 10 minutes
- Sends from
- Your own email
- Stops
- The moment QuickBooks records payment
The short answer
What automated payment reminders means, and where Reeve fits.
Automated payment reminders are emails (and, further along, texts or calls) sent on a schedule when an invoice is past due, so the follow-up happens without anyone remembering to do it. The simplest version is a template that repeats. Reeve's version is a sequence: a friendly note the day after the due date, a direct check-in about a week later, a firm request for a payment date around three weeks, and an escalation step after that, each one written for the specific invoice and client and sent from your own email address. If the client replies with a dispute, the sequence pauses. If they pay, it stops.
The escalation is the point. In Reeve's data, most overdue invoices are paid after a single friendly or direct reminder, but the 19% that need a firmer message are the ones that would otherwise have become write-offs. A reminder that repeats the same tone three times is repetition; a sequence that firms up is collections.
What you get
The whole job, not a piece of it.
A sequence, not a repeat
Friendly, direct, firm, escalation, on a fixed cadence over roughly 60 days. Timing adjustable per workspace; a grace period delays the first touch.
Written per invoice
Invoice number, amount, due date, days late, and the client's history. No merge fields, no template that reads like one.
From your own address
Through your connected Gmail or Microsoft 365. Replies land in your inbox, and clients see your name.
One email per client, not per invoice
A client with four overdue invoices gets one clear message listing all four. Each invoice keeps its own escalation state.
Pauses on a reply
A dispute, a question, or a promise to pay is read and handled. No reminder goes to a client who just wrote back.
Stops on payment
Read from QuickBooks Online. Never a reminder for an invoice paid yesterday.
How it compares
Automated payment reminders compared
| Accounting-software reminders | Template schedulers | Reeve | |
|---|---|---|---|
| Number of reminders | Usually capped (QuickBooks: 3) | As many as you configure | Escalating until paid |
| Tone | Same each time | Whatever you wrote | Escalates: friendly to firm |
| Written for the invoice | Merge fields | Merge fields | Yes |
| Sender | Vendor, on your behalf | Often vendor domain by default | Your own email |
| Bundles multiple invoices per client | No | Sometimes | Yes |
| Pauses on dispute | No | No | Yes |
| Setup | Toggle | Write templates, set schedule | Connect and turn on |
How it works
Connect, review, turn it on.
- 1Connect. QuickBooks Online and your Gmail or Microsoft 365 account, through OAuth. Under ten minutes.
- 2Review. See every invoice Reeve would work on and who it would write to. Exempt any client with one tap. Pick automatic, review, or hybrid mode.
- 3Turn it on. Follow-ups go out in your name on a fixed, escalating schedule. Replies are read for disputes and promises to pay. Payment stops the sequence.
- 4See the numbers. DSO, aging by client, days late, and collection speed, reconciled to QuickBooks, emailed weekly.
Fit
Who this is for.
Any B2B business on QuickBooks Online that has tried built-in reminders and found they run out (three emails, 90 days) before the late invoices are paid.
Not the right fit
Businesses that want a customer-facing payment portal as the main feature; Reeve is the follow-up and the reporting, and uses whatever payment link you already have.
Questions
Common questions about automated payment reminders.
What are automated payment reminders?
Messages sent automatically when an invoice is past due, so follow-up does not depend on someone remembering. Reeve's are a sequence that escalates in tone, written per invoice, sent from your own email, paused on disputes, and stopped on payment.
How many payment reminders should you send?
Five touches over roughly 60 days is a solid sequence: day 1 friendly, day 7 direct, day 21 firm with a date, day 45 escalation, day 60 final notice. In Reeve's data the median recovered invoice needed one.
Do automated reminders annoy clients?
Repetitive, template-looking reminders from a noreply address do. Short, specific notes from a real person's email on a predictable schedule read as organized. Consistency is what clients respect; surprises are what they resent.
Can I send different reminders to different clients?
Yes. Reeve lets you exempt clients, pause them, and adjust timing per workspace. Accounting-software reminders are typically one schedule for every customer.
What happens if a client replies to an automated reminder?
With Reeve, the reply lands in your inbox (the email came from you) and Reeve reads it: a dispute pauses the sequence, a promise to pay records the date, a question is routed to you.
By industry
Your whole AR, on autopilot.
Reeve collects every overdue invoice in your name and shows you exactly where you stand.
Ten minutes to set up. 7-day free trial. Stops the moment they pay.