Invoice Follow-Up Nudge
Cut average payment time by 40% without a single awkward phone call.
Import this blueprint into your automation tool:
How to import: Download the blueprint → go to make.com (free account) → Create new scenario → click the 3-dot menu → Import Blueprint → upload the file. Then replace the placeholder values (YOUR_TWILIO_NUMBER etc.) with your own.
What this does
Chasing unpaid invoices is one of the most uncomfortable parts of running a service business. This automation sends a friendly nudge on Day 3 and Day 7 after an invoice is sent — getting paid faster without you having to make an awkward call. Most invoices get paid after the first nudge.
Before you start
- ✓ Your invoicing tool connected to Zapier (QuickBooks, ServiceTitan, Jobber, etc.)
- ✓ Gmail or Twilio for sending the nudges
Setup guide
Set trigger: "Invoice Sent" from your invoicing tool
Most invoicing tools (QuickBooks, Jobber, ServiceTitan) have a "New Invoice" or "Invoice Sent" trigger in Zapier. Connect it and test with a real invoice to confirm the customer email/phone and invoice amount are captured.
Day 3 nudge — friendly reminder
Delay 3 days → Gmail or SMS action with the Day 3 message. Keep it friendly — most late payments are oversight, not avoidance.
Hi [First Name], this is [Your Name] from [Company Name]. Just a quick heads-up that invoice #[Invoice Number] for $[Amount] is due. You can pay online at [Payment Link] or call us at [Phone]. Thanks!
Day 7 nudge — firmer reminder
Delay 4 more days (total 7) → send the Day 7 message. This one is slightly more direct but still professional.
Hi [First Name], following up on invoice #[Invoice Number] for $[Amount] from [Company Name] — it's now 7 days past due. Please arrange payment at your earliest convenience at [Payment Link] or call [Phone]. Thank you.
Filter: stop if invoice is already paid
Add a Filter step before each nudge: check if the invoice status is "Paid" in your tool. If yes, skip the message. This prevents sending payment reminders to people who already paid.
Pro tip: If your tool doesn't support this filter, maintain a "Paid" column in a Google Sheet and check that instead.
All messages — copy & paste ready
Hi [First Name], this is [Your Name] from [Company Name]. Just a quick heads-up that invoice #[Invoice Number] for $[Amount] is due. You can pay online at [Payment Link] or call us at [Phone]. Thanks!
Hi [First Name], following up on invoice #[Invoice Number] for $[Amount] from [Company Name] — it's now 7 days past due. Please arrange payment at your earliest convenience at [Payment Link] or call [Phone]. Thank you.
Hi [First Name], this is a final notice regarding invoice #[Invoice Number] for $[Amount]. This invoice is now 14 days overdue. Please contact us at [Phone] to arrange payment or discuss payment options. Thank you.
Pro tip
Add a payment link to your original invoice email as well. The sequence works best when paying is easy from the first touch.
Common questions
What if I use a payment link?
What if a customer disputes the invoice?
Need help setting this up?
Reply to your welcome email and I'll walk you through it. Most setups take under 30 minutes with help.
Get Setup Help