Stop Chasing Invoices - Automate Payment Follow-Ups for Tradies

You Finished the Job. Now Comes the Worst Part.

The work is done. The client is happy. You send the invoice.

Then you wait.

A week goes by. Nothing. You send a reminder - politely, professionally, because you do not want to seem pushy. Still nothing.

You follow up again. Now you feel awkward. The client goes quiet. You wonder if you need to call. You wonder if this one is going to turn into a problem.

This is not a cash flow problem. It is a follow-up problem. And it is one that automation solves completely.

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The Problem

Late payments are endemic in the Australian trade industry.

According to recent small business surveys, 28% of small businesses have $5,000 or more sitting in unpaid invoices at any given time. One in three small business owners has delayed paying themselves because a client had not paid first. Seventeen percent have come close to missing payroll entirely.

The work is done. The money is owed. But chasing it becomes a part-time job.

A typical manual follow-up process looks like this:

1. Invoice sent.
2. Due date passes - you do not notice until a few days later.
3. You send a polite reminder email.
4. No reply. You wait another week to avoid being annoying.
5. You send another email, slightly less polite.
6. Client apologises, says they will sort it this week.
7. Another week passes. Nothing.
8. You call. Leave a voicemail.
9. Invoice eventually gets paid - six weeks late.

Multiply that by ten open invoices. Then consider how much time that eats each month.

This usually creates three problems.

The Follow-Up Delay

Most tradies do not chase invoices the moment they are overdue. They wait until it feels awkward not to. By then, the client has already deprioritised the payment.

Early, consistent reminders are far more effective than delayed, urgent ones.

Inconsistent Tone

When you chase manually, the tone of your emails depends entirely on how tired or frustrated you are that day. Some clients get a polite nudge. Others get something that damages the relationship.

Automated follow-ups are always professional, always on time, and always in your voice.

Invoices Falling Through the Cracks

When you are busy on site, invoices go unmonitored. A job finishes, an invoice is sent, and nobody checks whether it was paid until the bookkeeper runs the accounts - sometimes weeks later.

Solution Overview

An invoice follow-up automation monitors your invoices the moment they are sent and runs a timed sequence of reminders until payment is received - or until you decide to escalate.

It can:

• Monitor invoices in Xero, MYOB, or your accounting platform
• Detect when an invoice becomes overdue
• Send a timed sequence of reminder emails (Day 3, Day 7, Day 14)
• Escalate to SMS or WhatsApp if email reminders go unanswered
• Detect payment and stop the sequence automatically
• Notify you when an invoice is paid
• Escalate unresolved invoices to you after a set period

The client experience stays professional throughout. You never have to think about it.

The setup works with the tools Australian tradies already use.

Accounting Platforms

• Xero
• MYOB
• QuickBooks

Automation Platforms

• Make
• n8n
• Zapier

Communication

• Gmail
• Outlook
• Twilio (SMS)
• WhatsApp Business API

AI

• OpenAI API (personalised reminder drafts)

For most Australian tradies, the best starting stack is Xero, Make, Gmail, and Twilio.

Example Workflow

Dave runs a plumbing business in Sydney with two apprentices.

He typically has eight to twelve open invoices at any time, averaging $3,500 each.

Before automation, he estimated he spent three to four hours a week chasing payments - calls, emails, follow-up texts. Some months he had $15,000 or more sitting unpaid.

He sets up an invoice follow-up automation connected to Xero.

Invoice Sent

Dave completes a hot water system replacement and sends the invoice from Xero: $2,800, due in 14 days.

The automation detects the new invoice and starts the clock.

Day 14 - Due Date Passes, No Payment

The automation detects the invoice is overdue.

A reminder email goes out that evening:

Hi Michael,

Just a quick note to let you know that invoice #1047 for $2,800 was due today.

If you have already arranged payment, please disregard this message.

If you have any questions about the invoice, feel free to reply and I will sort it out straight away.

Payment details are included below.

Thanks, Dave Dave's Plumbing

Day 17 - No Response

A second email goes out:

Hi Michael,

Following up on invoice #1047 for $2,800, now three days overdue.

If there is an issue with the invoice or you need to arrange a payment plan, please reply and we can work something out.

I appreciate your prompt attention to this.

Thanks, Dave

Day 21 - Still No Response

A final notice email goes out. At the same time, an SMS is sent via Twilio:

Hi Michael, this is Dave from Dave's Plumbing. Invoice #1047 for $2,800 is now 7 days overdue. Please reply to this message or call 0400 000 000. Thanks.

Day 21 - 4 Hours Later

Michael pays. Xero updates. The automation detects the payment.

Dave receives a notification: Invoice #1047 - $2,800 - Paid.

No phone call. No awkward email. No chasing.

Dave now spends less than 30 minutes a month on invoice follow-up. The rest of that time goes back to billable work.

How Long Does It Take?

Phase	Duration
Discovery call	30–60 min
Solution design	2–5 days
Build and test	1–2 weeks
Handover and training	1 hour

The automation runs in the background. You keep sending invoices from Xero exactly as you do now.

No changes to your current process. The system plugs in behind what you already do.

Estimated Costs

All prices are in AUD based on current platform pricing as of mid-2026.

Starter

For sole traders and small trade businesses sending a moderate number of invoices per month.

Item	Cost (AUD)
Xero (already using)	$0 additional
Make, Zapier, or n8n	$0 – $30/month
Twilio SMS (per message)	~$0.08 per SMS
OpenAI usage	$5 – $15/month
Total	~$5 – $50/month

Growth

For trade businesses with higher invoice volume, multiple staff, or escalation workflows.

Item	Cost (AUD)
Automation platform	$30 – $100/month
Twilio SMS (higher volume)	$10 – $40/month
OpenAI usage	$15 – $60/month
Total	~$55 – $200/month

These are estimated software costs only. Actual costs vary depending on invoice volume and platforms already in use. Implementation costs are quoted separately.

If your average job is $3,500 and you recover just one invoice per month that you would otherwise have written off or spent hours chasing, the automation pays for itself in the first week.

For most tradies, the real saving is not the money recovered - it is the hours freed from one of the least enjoyable parts of running a business.

FAQ

Does it work with Xero?

Yes.

Xero has a well-supported API. Make, n8n, and Zapier can all connect directly to detect overdue invoices and trigger reminders.

What if the client has already paid and gets a reminder?

The automation checks Xero before each reminder is sent.

If the invoice is marked as paid, the sequence stops immediately. No reminder goes out.

Can I customise the email wording?

Yes.

The reminder templates are written to match your business name, tone, and invoice details. You can review and adjust them before the automation goes live.

Can it send SMS reminders?

Yes.

SMS is typically added as a Day 14 escalation for invoices that have not responded to email. It requires a Twilio account, which costs around $0.08 per SMS in Australia.

What if I use MYOB instead of Xero?

MYOB is supported via Make and n8n.

The connection method differs slightly from Xero, but the follow-up logic is identical.

Can I turn it off for specific clients?

Yes.

You can tag certain clients in Xero or Airtable to exclude them from automated follow-ups - for example, large clients who pay on 60-day terms.

Who Is This For?

This is useful if you are a:

• Plumber
• Electrician
• Builder or renovator
• HVAC technician
• Landscaper
• Painter
• Any trade or service business sending invoices regularly

It is especially useful if you currently track overdue invoices in your head, in a spreadsheet, or by searching your sent emails.

If chasing invoices is something you think about more than once a week, this system is for you.

Request a Free Process Review

Tell us how you currently handle overdue invoices. We will review your process and build you a custom automation plan - free.

You will receive:

• Current workflow assessment
• Automation design for your invoice sequence
• Estimated software costs
• Suggested technology stack
• Recommended implementation approach

No obligation. No software commitment.

Get your free solution proposal