How to Automate Payment Reminders in 2025
Why Automate Your Payment Reminders?
If you’re a freelancer, consultant, or SME owner, you’re probably losing 5 hours per month chasing clients for unpaid invoices.
The Real Cost of Manual Reminders
- ⏰ 5h/month of wasted time
- 💰 13 days average payment delay
- 😰 Stress and strained client relationships
- 📉 Weakened cash flow
Benefits of Automation
1. Immediate Time Savings
Once configured, the system runs on autopilot:
- Reminders sent automatically before and after due date
- Progressive escalation without intervention
- Centralized tracking on a dashboard
2. Better Collection Rate
Automated reminders are:
- Systematic - no possible oversight
- Fast - sent right at due date
- Professional - consistent templates
3. Preserved Client Relationships
No need to call or write personally. The system does it for you in a polite and professional manner.
How to Automate Your Reminders?
Option 1: ERP Tools (Odoo, Sage)
Pros:
- Integrated with your accounting
Cons:
- ❌ Complex setup (several days)
- ❌ Expensive (several hundred euros/month)
- ❌ Overkill for an SME
- ❌ Training required
Option 2: PopClaim (dedicated solution)
Pros:
- ✅ 5-minute setup
- ✅ Affordable (from €19/month)
- ✅ Connects to your invoicing software
- ✅ Multi-channel (email, SMS)
Cons:
- One more tool (but ultra-simple)
Step-by-Step Implementation
Step 1: Connection (5 min)
Connect PopClaim to your invoicing software:
- QuickBooks, Sellsy, Pennylane, Sage, Stripe
- Or import your invoices via Excel or CSV
Step 2: Configuration (10 min)
Define your reminder scenarios:
- Friendly reminder D-3
- First reminder D+1
- Firm reminder D+7
- Escalation D+15
Step 3: Customization (5 min)
Create your email templates with:
- Your professional tone
- Auto-inserted client name
- Dynamic invoice details
- “Pay Now” button
Step 4: Autopilot
That’s it! The system runs itself and you:
- Receive notification with each payment
- Track your stats on the dashboard
- Export your accounting reports
ROI: How Much Does It Pay?
Real Example: Sophie, Marketing Consultant
Before PopClaim:
- 10 unpaid invoices/month on average
- 5h manual reminders
- Payment delay: 45 days
After PopClaim (3 months):
- 5h/month saved = 60h/year
- Payment delay: 15 days
- €8,000 unpaid invoices recovered
ROI: €49/month → €8,000 recovered
Conclusion
Payment reminder automation is no longer a luxury, it’s a necessity for any SME that wants to:
- Save time
- Improve cash flow
- Reduce stress
With solutions like PopClaim, setup is immediate and ROI happens from the first month.
Ready to automate your reminders? 14-day free trial →