Recipe No. 15 · Billing & payments
Invoice reminders for overdue clients
Remind clients politely when an invoice passes its due date.
- Plan needed
- Zapier: Free covers 2-step Zaps (100 tasks/mo, checks every 15 min); multi-step Zaps need Professional (from $19.99/mo billed annually, $29.99 monthly, per zapier.com/pricing). Check your plan.
- Est. SMS cost
- No SMS needed
- TriggerCheck first
- Step 2For custom wording, use Schedule by Zapier…
- Step 3Filter
- Step 4Action
- Step 5Use Storage by Zapier or a sheet column to…
Ingredients
- QuickBooks Online or Xero
- Zapier
- Gmail
Editor-reviewedLast checked 2026-10-16v1.0.0 · Free
Steps reviewed against current tool UIs by the editor; not yet run end-to-end in a live account. Time saved is an estimate; results vary. Costs from Axis Consulting and Twilio pricing; check current pricing.
Method
- Check first: QuickBooks and Xero both have built-in invoice reminders — turn those on if they fit.
- For custom wording, use Schedule by Zapier (daily) → QuickBooks 'Find Invoice' / Xero search, or use a Google Sheet of invoices with due dates.
- Filter: due date before today AND balance > 0.
- Action: Gmail 'Create Draft' or 'Send Email' with invoice number, amount and payment link.
- Use Storage by Zapier or a sheet column to record 'reminded on' so clients don't get daily emails.