Reminders go out late or never
When chasing depends on remembering, the first reminder often goes out weeks after the due date, if at all.
Payment reminder software
Payment reminder software that chases invoices so you don't have to.
Most late invoices aren't refused, they're forgotten. Workspace369 sends automatic payment reminders from a ready-made template: a gentle email the day after the due date, a firmer one six days later, then a final notice. Each email fills in the client's name, invoice number, amount and due date, and the reminders stop as soon as the invoice is paid. Email reminders are on every plan; Voyager adds SMS steps.
3 stepsgentle, firmer and final notice by default
Stopsautomatically once the invoice is paid
Every planemail reminders; SMS steps from Voyager
Key facts
Payment reminder software at Workspace369 covers 10 areas, including escalating reminder template, invoice merge fields, paid-invoice check before each send.
The workflow runs in 4 steps, from "start from the template" to "activate and let it run".
Workspace369 starts at $29/mo for 1 seat, and the Commander plan includes 20 seats, and 120,000 AI tokens per month at $299/mo.
Additional seats cost $10 each; full pricing is public on the Workspace369 pricing page.
The problem
Why chasing payment by hand doesn't work
Every email is awkward to write
Finding the right tone for a first nudge versus a final notice takes time, so freelancers put it off.
Paid clients still get chased
Manual lists drift out of date, and a client who already paid receives a reminder that damages the relationship.
The product
See the workspace your clients feel.
01
Proposals to paid invoices
Send quotes, bill milestones or retainers, and let automated reminders chase anything outstanding.
02
Every channel in one inbox
Email, SMS, calls, and voicemail land beside the client record — with AI summaries, so anyone on the team can reply with full context.
03
Client work, organized as projects
Tasks, files, and status for every engagement — visible to the team and, through the client portal, to the client.
04
A portal clients actually check
Clients watch progress, files, and invoices in a branded portal instead of asking your team for updates.
Workflow
How automatic payment reminders work
01
Start from the template
Open Workflows, choose New workflow and pick Escalating unpaid invoice reminders under Invoices.
02
Check the emails
Each email is pre-written with the client's name, invoice number, amount and due date filled in. Change any of the wording.
03
Set the timing
The workflow starts the day after the due date, waits six days before a firmer email, then sends a final notice. Click any wait to change it.
04
Activate and let it run
It runs for every invoice that goes past due and checks the invoice before each reminder, so payment stops the sequence. Pause it any time and review each run.
Product coverage
What the reminders include
- Agree payment terms before work starts, so the due date in the reminder is one the client accepted.
- Run a simulated test so you see exactly what a client would receive.
- On Cadet, the reminder workflow counts toward your 3 active email automations.
Escalating reminder template
Invoice merge fields
Paid-invoice check before each send
Adjustable timed waits
Run history and logs
Simulated test runs
SMS steps (Voyager)
Payment links on every invoice
Saved payment methods
AR aging report (Specialist)
Plans for freelancers
Pick the plan your work needs today.
Client records, proposals, invoices, online payments, time tracking and intake forms are on every plan. Upgrade when your work needs calls, texts or more.Cadet
Regular price$29$14.50 / month
Founding price for your first 12 months
1 seat included
- Public proposal approval & signing
- Deposit on acceptance
- Proposal-to-invoice conversion
- Billable time tracking
- Public intake forms
Voyager
Regular price$74$37 / month
Founding price for your first 12 months
2 seats included
Everything in Cadet, plus
- SMS messaging
- Voice & voicemail
- Shared inbox
- Missed-call text back
- No-answer forwarding
Specialist
Regular price$149$74.50 / month
Founding price for your first 12 months
10 seats included
Everything in Voyager, plus
- Online booking
- Expense tracking
- Payment plans
- Inventory tracking
Founding member offer: 50% off your first 12 months, for the first 100 customers who join by Oct 31. 14-day trial with a card, USD monthly billing. Compare all plans.
Switch & Save
Free account setup & migration help
Our team sets up your workspace with you and helps move your clients and invoices from the tools you use now.
Export your data as a spreadsheet and AI Import maps the columns for you. Support can help with anything unusual.
Offer ends .
Start free trial
After signup, claim free setup in your workspace.
Loved on the App Store
Rated by the people running their client work on it.
★★★★★
Finally feels calmBounced between three or four all-in-one tools and always ended up in a mess of tabs. This is the first one that feels calm. Set up my client projects in ten minutes.
★★★★★
Painless team rolloutRolled it out to our eight-person team and adoption was painless — intuitive and polished. I'd love more integrations, but they keep shipping.
★★★★★
Hours back every weekWas juggling separate tools for notes, tasks, docs, and updates. Consolidating into one place has genuinely saved me hours each week. Support is responsive too.
Get started
See Workspace369 on your own client work.
Start your trial and send your first proposal or invoice from your own workspace. Compare plans any time; upgrade only when your work needs more.FAQ
Before you turn reminders on
What is payment reminder software?
Payment reminder software sends follow-ups to clients with unpaid invoices on a schedule, so you don't have to write and time each email yourself. In Workspace369 the reminders are an automation tied to your invoices: they start after the due date and stop when the invoice is paid.
Do reminders stop when the client pays?
Yes. The template checks the invoice before each reminder, and once it's paid, the reminders stop.
Which plan includes automatic payment reminders?
Email reminders work on every plan, including Cadet at $29/month, where they count toward 3 active email automations. Voyager ($74/month) allows 10 active workflows and adds SMS steps.
Can I change the wording and timing?
Yes. Every email can be edited, and each wait between reminders can be shortened or lengthened.
Can clients pay straight from the reminder?
Every invoice has a payment link clients can use without an account, and payments go through your own Stripe account.
Ready when you are
See where Workspace369 fits into your client-work flow.
Start with the modules you need today, then turn on AI, automations, accounting, inventory, requests, and reporting as the operation grows.
