How do I set up automatic payment reminders?

Create and send your invoice in Tofu, then turn reminders on for it. Tofu tracks the invoice and sends the follow-up for you if it goes unpaid. Once the client pays, reminders stop on their own.

When should I send a payment reminder?

Send a friendly heads-up a few days before the due date, a nudge on the due date, and a firmer follow-up about a week after it goes overdue. Most invoices get paid after the first or second reminder, so you rarely need to go further.

What should a payment reminder message say?

Keep it short and specific. Include the invoice number, the amount, the due date, and a link to pay. Stay polite, even when it is overdue. There are three ready-to-use examples above that you can copy and adjust.

Can I send payment reminders from my phone?

Yes. Tofu is mobile-first, so you can send invoices and manage reminders from the job site or the truck. It also works offline, so a weak signal does not stop you from getting the invoice out.

Are payment reminders legally required?

In most cases, no. Payment reminders are not legally required, but they are one of the simplest ways to get an overdue invoice paid. A clear, polite reminder usually gets a faster response than waiting or making a phone call.

How do payment reminders help me get paid faster?

Most late payments are not refusals, they are things a client forgot. An automatic reminder puts the invoice back in front of them with a link to pay, so it gets handled instead of buried. That means fewer overdue invoices and money in your account sooner.

Tofu

Payment reminders

payment reminder software

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Tofu chases your unpaid invoices automatically, so you don't have to.

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How it works

1. Send the invoice

Bill the client the same way you always do.

Create an invoice

2. Tofu keeps track

Tofu sees which invoices are paid and which are still open, so you do not have to keep a running list.

Track your invoices

3. Reminders go out

When an invoice goes unpaid, Tofu sends the follow-up for you. No awkward "just checking in".

Set up reminders

4. You get paid

The client pays the way they prefer. Once it is marked paid, reminders stop.

Accept payments

Set it once, then forget it

Turn reminders on and Tofu handles the follow-up for you. One clear, polite email – with the amount owed and a Pay button – goes out on every overdue invoice, and stops the moment the client pays. It runs in the background while you are on the next job.

When should you send a payment reminder?

A payment reminder is a short, polite message that tells a client an invoice is coming due or is already overdue, and asks them to pay. A good reminder is timely, specific, and easy to act on. Here is a simple schedule that works for most trade jobs:

Reminder	When to send	Tone
Friendly heads-up	3 to 7 days before the due date	Polite, informational
Due-date nudge	On the due date	Neutral reminder
First follow-up	3 to 7 days overdue	Firm but friendly
Final notice	14 to 30 days overdue	Direct, with next steps

Prefer to automate it? Once an invoice is overdue, Tofu takes over – one reminder to start, then another every 7 days (up to five in total), all in the same polite tone. As soon as the client pays, the emails stop.