Payment Reminder
Polite payment reminders that stop when paid.
Payment Reminder
Finance & Accounting
- RuleDone:
Each morning it reads your open invoices.
- RuleDone:
It skips paid, disputed and on-hold invoices.
- RuleDone:
It drafts one polite email per customer.
- PersonWaiting for approval:Waiting for you
Your AR person approves (single or batch of up to 50).
- RuleNot started:
A last check runs, then the email goes out with a payment link.
- RuleNot started:
Payments, disputes and replies stop or pause reminders.
For example: A logistics firm has 140 open invoices at month end.
Waiting for you. Nothing has changed yet.
Approval for money/legal actions. Approval always required for money and legal actions.
What is Payment Reminder?
In shortPayment Reminder is an AI automation for Finance & Accounting teams that works with Gmail, Outlook, QuickBooks, Razorpay, Stripe and Xero. Open invoices get polite reminders on your schedule, with payment links. Reminders stop the moment an invoice is paid or disputed. It is built for business owners and finance heads and accounts-receivable staff.
Last reviewed
Key facts
- Department
- Finance & Accounting
- Starts when
- Every weekday morning it builds the reminder queue from open invoices
- Works with
- Gmail, Outlook, QuickBooks, Razorpay, Stripe, Xero
- Run modes offered
- Shadow, Draft and Assisted
- Human control
- Approval for money/legal actions
- Status
- Available now
The problem today
The AR person exports the aged-receivables report each week and writes 20–200 emails by hand. They often remind customers who already paid, which hurts the relationship, and forget the 45-day-old invoices.
What it does
Each weekday it reads open invoices from your ledger, skips paid, disputed or credited ones, and groups each customer's invoices into one email. It drafts a polite reminder for the right stage and adds a secure payment link. A person approves every email. Payments and disputes stop reminders at once, and customer replies are sorted into tasks.
How does Payment Reminder work?
How it works- Rule you set
- AI step
- A person decides
- Step 1Rule
Each morning it reads your open invoices.
- Step 2Rule
It skips paid, disputed and on-hold invoices.
- Step 3Rule
It drafts one polite email per customer.
- Step 4Person
Your AR person approves (single or batch of up to 50).
- Step 5Rule
A last check runs, then the email goes out with a payment link.
- Step 6Rule
Payments, disputes and replies stop or pause reminders.
What you get
Key features- Stage-based templates on your schedule
- One email per customer, at most one per 7 days
- Stripe and Razorpay hosted payment links
- Live balance re-check right before sending
- Reply sorting: dispute, promise to pay, paid already, hardship, opt-out
- Large or aged balances go to a named person
- Opt-out link and physical address in every email
How much does it do on its own?
Run modesPick a mode to see what Payment Reminder would do at each step.
Every automation starts in Shadow. Move it up when you are ready, and back down at any time. How run modes work
Payment Reminder in Shadow
Runs on real data and shows what it would have done. No app is changed and no message is sent.
- Rule
Each morning it reads your open invoices.
Watches for it
- Rule
It skips paid, disputed and on-hold invoices.
Runs on real data, read only
- Rule
It drafts one polite email per customer.
Runs on real data, read only
- Person
Your AR person approves (single or batch of up to 50).
Shown to you as a suggestion
- Rule
A last check runs, then the email goes out with a payment link.
Shown to you as a suggestion
- Rule
Payments, disputes and replies stop or pause reminders.
Shown to you as a suggestion
Not offered: Auto. Anything touching money, contracts or legal records needs a person's approval.
Shadow vs Assisted for Payment Reminder
Assisted is the most it can do on its own, because Auto is not offered for it. Here is each step side by side.
| Step | Shadow | Assisted |
|---|---|---|
| In short | Runs on real data and shows what it would have done. No app is changed and no message is sent. | Confident, low-impact actions run. Anything risky waits for approval. |
| Step 1Each morning it reads your open invoices. | Watches for it | Runs itself |
| Step 2It skips paid, disputed and on-hold invoices. | Runs on real data, read only | Runs itself |
| Step 3It drafts one polite email per customer. | Runs on real data, read only | Runs itself |
| Step 4Your AR person approves (single or batch of up to 50). | Shown to you as a suggestion | Still waits for a person |
| Step 5A last check runs, then the email goes out with a payment link. | Shown to you as a suggestion | Runs once the step before is cleared |
| Step 6Payments, disputes and replies stop or pause reminders. | Shown to you as a suggestion | Runs once the step before is cleared |
| True in every mode | A person approves every customer email, in every mode; Auto is not available. | |
What it will never do on its own
Safety & human control- A person approves every customer email, in every mode; Auto is not available.
- Never threatens, shames or mentions legal action, collections or credit scores.
- Never asks for card or bank details, and never announces bank changes.
- Any dispute, hardship or "already paid" reply stops reminders and goes to a person.
- Customer replies can't change accounting data.
- You approve before it acts
- Your data stays yours
- It knows its limits
- Stop anytime
What will you see on your dashboard?
Results you can trackTargets are quality goals the automation is built to reach. Estimates are calculated from your own volumes.
- Target
DSO trend (target −15% vs the 90 days before go-live)
A goal it is built to reach
- Tracked
Share of invoices paid within 7 days of a reminder
Measured on your own data
- Tracked
Amount collected after reminders
Measured on your own data
- Tracked
Balance waiting with a person
Measured on your own data
- Estimate
AR hours saved (reminders × 5 min)
Worked out from your own volumes
- Target
Reminders sent on paid or disputed invoices: target 0
A goal it is built to reach
- Target
Dispute detection: target ≥ 98%
A goal it is built to reach
A logistics firm has 140 open invoices at month end. The AR executive reviews a batch of 50 reminders in one click. One customer pays by the Razorpay link that afternoon, and that customer's next reminder is cancelled on its own.
Who is Payment Reminder for?
- Business owners
- Finance heads and accounts-receivable staff
Industries: Professional services, Agencies, Manufacturing & distribution, Accounting & bookkeeping firms, Logistics, Home & field services
Connects to the apps you already use
Works withApp names are trademarks of their owners. Charviam connects to them; it is not a partner or reseller.
- Gmail
- Outlook
- QuickBooks
- Razorpay(optional)
- Stripe(optional)
- Xero
Better together
Automations that hand work to Payment Reminder, or pick up where it stops.
What do you need to set it up?
Setup- Connect QuickBooks or Xero and the sender mailbox
- Connect Stripe or Razorpay (optional)
- Set up a reply-capture address
- Add physical address, privacy notice link and approvers
- Review the five reminder templates
Typical setup
- 01Connect your apps
- 02Configure the rules
- 03Run a watch-only trial
- 04Go live
Not included
- Third-party debt collection
- Phone calls, SMS or late fees not in the contract
- Changing invoice amounts or writing off debt
Questions about Payment Reminder
FAQSee Payment Reminder on your own data
WalkthroughIt starts in Shadow, where it only watches and suggests, so nothing changes in your apps until you say so.