Late payments are one of the biggest challenges for small and medium-sized businesses across the UK. Chasing up clients, sending follow-up emails, keeping track of overdue invoices – these all take time, energy and sometimes lead to awkward conversations. But with modern accounting software, you no longer need to manage it manually. Automated invoice reminders can handle repetitive work and help you get paid faster without the stress.
As a professional accountant, I have seen how automation changes the way businesses manage their finances. If you’re still sending reminders manually or relying on spreadsheets, this guide will show you why automated reminders are a game changer and how to get started.
What Are Automated Invoice Reminders?
Automated Invoice Reminders Pre-defined messages are sent to customers when an invoice is nearing its due date, due today, or becomes overdue. These reminders are triggered by your accounting software and delivered by email or SMS – without any manual follow-up.
In simple terms:
You set the rules once, and the system handles the rest.
Why Automate Invoice Reminders?
1. Get Paid Faster
Clients often miss deadlines unintentionally. A polite reminder gives them a nudge and ensures they prioritise your payment.
2. Save Hours of Admin Work
Following up on late payments is time-consuming. Automation frees you to focus on running your business rather than chasing invoices.
3. Reduce Awkward Conversations
Nobody enjoys asking for money. Automated reminders deliver a professional, neutral message — firm but polite.
4. Improve Cash Flow
Consistent cash flow is essential for planning, investing, and day-to-day operations. Automated reminders help reduce payment delays and keep your finances stable.
5. Maintain Professional, Consistent Communication
Reminders are sent on time, every time, ensuring you look organised and reliable.
Key Features to Look for in Accounting Software
Not all accounting platforms offer the same level of automation. When choosing software, make sure it includes:
Customisable Reminder Templates
So you can write messages in your preferred tone.
Multiple Reminder Stages
Such as:
- Before due date
- On due date
- 7 days overdue
- 14 days overdue
- Final reminder
Automatic Stop When Payment Is Received
Reminders should automatically cease once the invoice is settled.
Integration with Payment Options
Allow clients to pay directly from the reminder email.
Mobile Accessibility
Helpful for checking payments or adjusting settings on the go.
Best Accounting Software That Automates Invoice Reminders (UK Edition)
Choosing the right accounting software can significantly reduce the time you spend chasing late payments. Here’s a simplified and engaging look at the top UK options that make invoice reminders effortless and automatic.
Follow this Blog for: Step-by-Step Guide How to Automate Invoice Reminders
1. QuickBooks Online
QuickBooks Online is one of the most popular choices for UK businesses thanks to its clean interface and reliable automation. You can fully customise reminder templates, schedule follow-ups, and include built-in payment links so clients can settle invoices instantly. It’s ideal for anyone wanting a simple, powerful way to speed up payments.
2. Xero
Xero is widely used by UK SMEs for its polished design and flexible automation settings. You can set multiple reminder stages, tailor messages to different clients, and automate the entire follow-up process. It’s a great choice if you want full control without the complexity.
3. FreshBooks
FreshBooks is perfect for service-based businesses, freelancers, and contractors. It offers straightforward automated reminders, read receipts, and easy-to-follow invoice tracking. If you want something light, friendly, and very user-focused, FreshBooks is a solid option.
4. Zoho Books
Zoho Books is one of the most cost-effective tools on the market, offering strong automation features at a lower price. You can set multiple reminder sequences, personalise messages, and give clients access to a portal where they can view invoices and make payments. Ideal for small businesses on a budget.
5. Sage Accounting
A trusted name in UK accounting, Sage offers dependable invoice automation alongside excellent reporting tools. You can schedule reminders, track overdue payments, and monitor cash flow trends all in one place. Perfect for growing businesses that want automation plus deeper financial insights.
Tips for Using Automated Invoice Reminders Effectively
1. Keep Messages Polite and Professional
A courteous tone helps maintain strong client relationships.
2. Include Clear Payment Instructions
Provide account details or direct payment links.
3. Don’t Overdo It
Two to three reminders are usually enough to prompt action without irritating the client.
4. Personalise When Necessary
For key clients, consider supplementing automated messages with a personal call or email.
5. Review Your Templates Regularly
Ensure language, branding, and payment details remain up to date.
Final Thoughts
Automating your invoice reminders is one of the simplest and most effective ways to improve your payment process and reduce admin time. As an accountant, I always encourage businesses – especially fast-growing businesses – to adopt automation. This helps you stay organized, communicate professionally and, most importantly, get paid on time.
If you haven’t set up automatic reminders yet, now is the perfect time to start. Your cash flow will improve, and you’ll have more time to focus on what really matters – growing your business.