Automatic Payment Reminders: How They Work and Why They Help

There are two ways to chase late payments:

1. Manual: Write a message, worry about tone, hit send, feel awkward
2. Automatic: System sends professional reminders on schedule, you focus on your work

Here's why automatic reminders transform payment collection - and exactly how they work.

The Manual Reminder Problem

When you manually chase payments:

• Time: Each reminder takes 5-10 minutes to write and send
• Consistency: Sometimes you send them, sometimes you forget
• Awkwardness: You're directly asking for money
• Tone: You second-guess every word
• Relationship: Feels personal, even when it's business

Multiply by several clients and it becomes a significant mental load.

How Automatic Reminders Work

With RemindToPay, you set up your reminder schedule once:

The Schedule

• 7 days before: Friendly heads-up
• On due date: Payment due today
• 7 days after: First overdue reminder
• 14 days after: Second reminder (firmer tone)
• 21 days after: Final notice (optional)

What Happens

1. You add a client with their payment amount and due date
2. System automatically schedules reminders
3. Emails sent on schedule without your involvement
4. When client pays, reminders stop automatically
5. You see everything in your dashboard

What Clients See

• Professional email from your business name
• Clear amount and due date
• One-click payment link to their portal
• Bank transfer option if they prefer

It looks like you sent it (your business name, professional design) but you didn't have to.

Why Automatic Works Better

Consistency

Every client gets the same professional reminder sequence. No one slips through the cracks because you forgot or felt awkward.

Professionalism

The tone is professional by design. No emotional messages written in frustration. No overly apologetic messages written in discomfort.

Separation

When a client gets an automated reminder, it doesn't feel personal. It's obviously a system - which makes it easier for both of you.

Time

Set up once, runs forever. Your time goes to teaching/training, not chasing invoices.

The Reminder Sequence

Here's the typical flow:

Before Due Date (7 days) Subject: "Upcoming: Sarah's January payment" Tone: Friendly heads-up, no pressure Goal: Client prepares to pay, no surprises

On Due Date Subject: "Payment due: Sarah's tutoring - £120" Tone: Clear reminder, easy payment link Goal: Prompt payment on the day

7 Days Overdue Subject: "Friendly reminder: Sarah's payment outstanding" Tone: Polite follow-up, assume they forgot Goal: Catch those who genuinely forgot

14 Days Overdue Subject: "Payment overdue: Sarah's tutoring" Tone: Firmer, more direct Goal: Escalate attention for persistent non-payment

21 Days Overdue (optional) Subject: "Urgent: Outstanding payment" Tone: Final notice, potential consequences Goal: Last attempt before manual intervention

Customising Your Reminders

With RemindToPay Pro, you can:

• Edit the message content to match your voice
• Choose which reminders to send (enable/disable each stage)
• Set send times (e.g., always send at 9 AM)
• Use variables like {client_name}, {amount}, {due_date}

The defaults work well for most service providers, but customisation is there if you need it.

What Happens When They Pay

When a client pays through their portal:

1. Payment recorded automatically
2. All pending reminders cancelled
3. Receipt sent to client
4. You see payment in your dashboard

No manual marking, no accidental double-reminders.

Bank Transfer Payments

If a client pays by bank transfer instead:

1. You see the transfer in your bank
2. Mark the payment in RemindToPay
3. Reminders stop, records updated
4. Client can see "Paid" in their portal

The only manual step is marking the bank transfer received.

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Stop writing awkward reminder messages. Let RemindToPay handle it automatically while you focus on your clients. Free for up to 5 clients.

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How RemindToPay's Automatic Reminders Work

This is exactly what RemindToPay does - here's the complete picture:

Your Reminder Sequence

The Result

• No manual reminder sending
• No awkward conversations
• Clients pay faster (average 3 days quicker)
• You look professional

Questions? See our FAQ → or contact us →