INVOICE REMINDERS · XERO

Automatic invoice reminders for Xero

Xero already has built-in payment reminders, and for a lot of businesses they're enough. Here's how to turn them on, what they don't do, and when it's worth adding Ledgerhawk on top.

Xero's built-in reminders

Xero has built-in invoice reminders you can set for before or after the due date.
You can edit the subject and message of each reminder.
Reminders can be switched off for a single invoice or a single contact.

How to turn them on

Go to your Invoices page in Xero and look for the Invoice Reminders option (it's also in settings).
Turn reminders on, then edit or add reminders and their timing.
Search Xero Central for "invoice reminders" if the menu has moved.

Menus change from time to time. If something has moved, see Xero Central (search "invoice reminders").

When the built-in reminders aren't enough

The main limit is reminders that live inside one accounting system. That works for clients who simply forgot. It works less well for the ones who need a few nudges that get gradually firmer, and it leaves you to decide by hand when to stop emailing and follow up personally.

Ledgerhawk sits alongside Xero. You keep sending invoices exactly the way you do now, and forward a copy to your Ledgerhawk address. Ledgerhawk then runs a five-step follow-up that changes tone as the invoice gets later:

3 days before dueA friendly heads-up with the payment link

Due dateA short "due today" note

3 days lateA gentle follow-up

10 days lateA firmer reminder that asks for a date

21 days lateA serious reminder (and your late fee, if you use one)

30 days lateEmails stop and the invoice is flagged for you to handle personally

Ledgerhawk can also add a one-time late fee once an invoice passes your grace period, update the payment link to the new total, and send optional text reminders to clients who sign up for them. See the wording of each reminder or work out a fee with the late fee calculator.

Good to know before you add Ledgerhawk

Turn off Xero's reminders for the invoices Ledgerhawk is handling, so clients don't get two sets of emails.
You confirm the amount and due date once. Ledgerhawk saves the forwarded invoice, and you fill in those two details the first time.
Ledgerhawk doesn't sync with Xero. Payments made through Ledgerhawk's payment link stop the reminders automatically. If a client pays through Xero instead, click "Mark fully paid" on that invoice in Ledgerhawk.
Payments go to your own Stripe account, and reminders come from your business name, with replies going to you.

Use it alongside Xero, free for 14 days

Keep invoicing in Xero. Forward the invoices you want chased, and Ledgerhawk follows up until they're paid.

Start free for 14 days