Money you are owed is spread across a lot of invoices. Who owes me puts every past-due one on a single page, so you can see the whole problem at once and work through it from the top.
The owner and admins can open it. It comes with every plan.
1 Open Who owes me
Click Who owes me in the menu of the web app. The page lists past-due invoices, the most overdue first, grouped by customer.
Across the top are three totals: Past due (the money), Customers and Invoices. Each customer card shows what that customer owes in total and how late their oldest invoice is, with their invoices underneath.
An invoice is on the list when it still has money owed and its due date has passed. Weeks you spent paused for the winter do not count toward how late it is.
2 Narrow it down
Use Show to pick how late an invoice has to be:
- Everything past due
- 30 days or more
- 60 days or more
- 90 days or more
- 120 days or more (collections agency list)
The totals follow the filter, so “how much is over 90 days” is one click.
3 Read each invoice line
Every invoice shows its due date, how many days late it is, what is still owed, and when the last reminder went out (or No reminder sent yet). That last part matters: before you pick up the phone, you can see whether the customer has already had three emails or none.
4 Send a reminder now
Send reminder now sends the next reminder for that invoice straight away: the overdue reminder email, or the final notice once the invoice has reached your final notice day. If you have the day 7 text turned on (step 6), it sends the text too, and a text that would land outside 8am to 9pm waits until 8am.
It works even if automatic reminders are switched off, and it counts like a scheduled reminder, so the automatic ones don’t repeat it. To keep it from turning into nagging, an invoice gets at most one reminder in 24 hours, and a customer at most 3 in a day. It is refused while an autopay charge on the invoice is queued or going through.
5 Mark a promise to pay
Customer said “I’ll pay on the 30th”? Click Mark promised and pick the date. The invoice then reads Promised to pay by that date, and automatic reminders, email and text, wait until the day after it. If the date passes with no payment, reminders pick up again on their own.
A promise does not change late fees. Click Clear promise to remove it.
6 Add a text on day 7
In Settings, Reminders, the owner or an admin can tick Also text the customer on day 7 past due, then save. Customers then get one text, under your business name, with what is owed and the pay link, between the day 3 and day 10 reminder emails.
The text goes only to customers who agreed to texts, only between 8am and 9pm, and only when invoice texts are on. Each text uses one text credit, so this needs a plan with texting (Growing and up). Customers on autopay never get it. It is off until you turn it on.
With everything switched on, an unpaid invoice gets an email the day before it is due, emails 3, 10 and 20 days after, the text on day 7, and the final notice. More on the schedule in how to set up automatic payment reminders.
7 Export the list
Export CSV downloads the list you are looking at, one row per invoice: customer, email, phone, address, invoice, issue and due dates, days overdue, invoice total, paid, amount due, last reminder and promised date.
The 120 day filter plus Export CSV is what a collections agency usually asks for. And when an invoice is never going to be paid, Write off on its line takes it off the list. See how to write off an unpaid invoice.