Free playbook · 4 steps

Invoice Chasing Process: How to Get Paid Without Awkward Calls

Late payment is usually a process problem, not a customer problem. Invoices go out a week after the job, reminders depend on someone remembering, and the owner ends up making uncomfortable phone calls at month end.

This playbook gives you four steps that run the same way every time: invoice the day the work is done, put reminders on a schedule, chase anything overdue with the same polite wording, and record the payment so nobody chases a customer who has already paid.

Run it step by step, free Read the steps ↓

Starts whenA job is finished
Done whenPaid on time, with nothing left to chase

Signs you need this playbook

  • Invoices go out days or weeks after the job is finished.
  • You chase payment only when cash is tight.
  • Reminder wording changes depending on who sends it and how annoyed they are.
  • You have chased a customer who had already paid.

The 4 steps

  1. 1Send the invoice the same day

    Invoice the same day the work is done, with a pay-now link.

    Template

    Hi [name], thanks again for choosing us. Your invoice for [job] is attached: [total], due [date]. You can pay online here: [link].

    Tools to consider: Make · Zapier (some are affiliate links)

  2. 2Set the reminder schedule

    Polite, on a schedule, and the same every time. Most accounting software can send these for you.

    Template

    Hi [name], a quick reminder that invoice [number] for [total] was due on [date]. You can pay here: [link]. If you have already paid, thank you and please ignore this.
    AI prompt for this step 
    Write three short, polite payment reminders: 3 days before due, on the due date, and 7 days overdue. Firm but friendly, no threats.

    Remove customer names and personal details before pasting anything into an AI tool.

    Tools to consider: Lindy · ChatGPT Business (some are affiliate links)

  3. 3Chase anything overdue

    Polite, on a schedule, and the same every time. Most accounting software can send these for you.

    Use the template from step 2.

    Use the prompt from step 2.

    Tools to consider: Lindy · ChatGPT Business (some are affiliate links)

  4. 4Record the payment

    Enter the same fields in the same order every time. That is what makes it automatable.

    AI prompt for this step 
    From this document text (remove personal details first): [paste], extract supplier, date, invoice number, line items, tax and total as a table.

    Remove customer names and personal details before pasting anything into an AI tool.

    Tools to consider: Make · Zapier · n8n (some are affiliate links)

Common mistakes

Invoicing late

The longer the gap between the job and the invoice, the lower it sits on the customer's list. Same day, with a pay-now link.

No payment link

Make paying the easiest thing to do. A link in the email beats bank details in a PDF.

Personal, angry reminders

A reminder that reads the same every time is easier to send and easier to receive. Let the schedule do the pushing.

Not recording payments promptly

If payments are not matched to invoices quickly, your overdue list is wrong and you chase the wrong people.

Questions owners ask

When should you send a payment reminder?

A common schedule is a friendly note a few days before the due date, another on the due date, then reminders at about 7 and 14 days overdue. Pick a schedule, write it down and use it for every customer.

What should an overdue invoice reminder say?

Keep it short: the invoice number, the amount, the date it was due and a link to pay. Add a line thanking them if they have already paid. There is a ready-to-use template in the steps above.

Can my accounting software chase invoices for me?

Most small business accounting tools can send scheduled reminders automatically. Turn them on, check the wording and test one on yourself first.

Where does AI help with invoice chasing?

AI is useful for drafting reminder wording for different stages and for pulling invoice details into a table. Keep customer names and account details out of tools that are not approved for business data.

Want help putting it into practice?

Adapting Services helps Ontario businesses fix the process first, then choose the tools that fit. The paid Process Scan is a focused remote interview with Sean and a written action plan, or start with the free online scan.