How to send automatic payment reminders
Remind clients about upcoming and overdue invoices without lifting a finger.
Chasing payments is nobody's favorite task. Set up Kaliun to send friendly reminders before invoices are due — and firmer ones if they go overdue.
Create a new workflow
Go to Workflows and click New Workflow. Name it something like "Invoice Payment Reminders".
Set the trigger
Choose the trigger When an invoice is sent. This kicks off the reminder sequence every time you send an invoice to a client.
Add a wait step
Click Add Step and choose Wait. If the invoice is due in 30 days, set the wait to 27 days — so the reminder lands 3 days before the due date.
Add a condition
Add a Condition step to check whether the invoice is still Unpaid. If the client already paid, the workflow stops — no awkward "please pay" email after they've already sent a check.
Add the reminder email
Under the "Yes" branch (still unpaid), add a Send Email action. Write a polite heads-up: "Your invoice is due in 3 days. Here's a link to view and pay online." Kaliun fills in the client's name, invoice number, and payment link automatically.
Save and enable
Click Save and toggle the workflow to Enabled.
For escalating reminders, add more Wait + Condition + Email steps after the first one. A common pattern: 3 days before due, day of, 7 days overdue, and 21 days overdue. Each email can get a bit more direct.
What happens next
- Every sent invoice gets its own reminder sequence running in the background
- If the client pays at any point, the workflow sees the status change and stops
- You can check active reminder sequences under the workflow's Runs tab
- Your team never has to remember to send a payment reminder again