Categories / Invoicing/
Monthly statements with one pay link
Coworking space · owner outsourced invoice chasing, no figure given
- Task
- remove the owner's biggest admin drain: chasing membership invoices
- Result
- owner reports "countless hours back" and payments simple and on time; no quantified figure
- Tools
- Paidnice (automated monthly statements, late fees, Stripe payment link); Xero
- Setup
- monthly automated statements → late fees as deterrent and income → one payment link per customer via Stripe
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A ready-to-send prompt built from this card. Your AI will ask a few questions about your business, then give you a beginner setup plan.
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Help me set this up for my business: "Monthly statements with one pay link".
Example business: owner-run coworking/meeting rooms/virtual office (Sydney; 7 years). Task: remove the owner's biggest admin drain: chasing membership invoices.
Reported result: owner reports "countless hours back" and payments simple and on time; no quantified figure
Tools: Paidnice (automated monthly statements, late fees, Stripe payment link); Xero
Setup outline:
1. monthly automated statements → late fees as deterrent and income → one payment link per customer via Stripe
Starter prompt from the guide (use it as a base):
I run a coworking space with monthly memberships. Write (1) a friendly monthly statement email body, (2) a polite late-fee notice that mentions our grace period of [DAYS] days and fee of [FEE], and (3) a one-line payment terms clause for our membership agreement. Warm, short, no threats. Don't state any legal claims; flag that I should check local rules on late fees.
First, ask me up to 5 questions about my business and tools. Then give me a beginner step-by-step setup plan, plus copy-paste prompts/templates I can use. Plain English, and tell me if any step needs a tech helper.
via autopilotbusiness.ai/use-case/coworking-studio-paidnice-monthly-statements-late-fees-one-payment-lin/Step-by-step setup guide + copy-paste prompt
> Cost: Paid. Paidnice Essentials is $69/month (monthly billing, no contract). First 20 actions free. Stripe fees apply to card payments.
Honest note: this is rule-based automation (schedules, fees and links), not AI. The case is a vendor-published story with no numbers. Late fees can annoy good members, so use grace periods, group exemptions and the "waive" option.
Prerequisites
- A Xero account with your members as contacts and invoices raised there.
- A Stripe account (for card payments and the pay link).
- Your late-fee terms written into your membership agreement.
Step-by-step setup
Step 1. Connect Xero. Sign up at paidnice.com (email, or log in with Xero), click the Xero button and approve the connection. You land in the guided setup; Paidnice drafts policies for you and nothing runs until you approve them. All customers start in the Default Group.
Step 2. Add a monthly statement policy. Open your group → Policies → add a Statement policy. Choose Outstanding items, schedule monthly (Paidnice recommends the first or last day of the month), and choose who gets one (customers with overdue invoices only, or every customer with an open invoice). Statements are a PDF with a Pay now link. Keep it in Draft (hold for approval) at first.
Step 3. Add a late-fee policy. In the same group choose Add new policy → Invoice Late Charge. Pick a fixed fee, percentage or interest, set a grace period (the vendor suggests 3–7 days as balanced), and decide one-off or repeating. Choose whether the fee is added to the existing invoice or a new invoice.
Step 4. Connect Stripe for one payment link. Go to Organization Settings → Payment Providers → Stripe and connect your Stripe account. Set the Bank Account, the Stripe Fees Account and tax rate, and optionally a card surcharge. Customers can pay one or several invoices in the portal; Paidnice marks them paid in Xero and records the fee.
Step 5. Test, then activate. Send a statement to yourself (a test contact). Pay a small invoice by card. When it looks right, switch policies from Draft to Active.
What success looks like
Statements go out by themselves; members pay from the link; Xero shows invoices paid. You stop writing individual chase emails.
Common issues & fixes
- Customer didn't get a statement: check the customer's email in Xero and the policy's "who gets one" filter.
- Wrong fee charged: use Completed Actions → Remove late fee to void it.
- Stripe not available: Stripe is documented for Xero users; QuickBooks was in beta.
Optional: Maintenance
- Monthly: look at the dashboard for overdue totals and adjust the grace period.
Copy-paste prompt
I run a coworking space with monthly memberships. Write (1) a friendly monthly statement email body, (2) a polite late-fee notice that mentions our grace period of [DAYS] days and fee of [FEE], and (3) a one-line payment terms clause for our membership agreement. Warm, short, no threats. Don't state any legal claims; flag that I should check local rules on late fees.Sources
- Case: Paidnice success story, Sydney coworking studio. Credit: the owner (vendor-published, no figures).
- Paidnice Help: Quick start
- Paidnice: Automated customer statements
- Paidnice Help: Late fees and interest
- Paidnice Help: Paidnice & Stripe
- Paidnice Help: Recommended policy and account setup
- Paidnice pricing
Results as reported by the source; not independently verified. Community-sourced from public sites and attributed to the source platform. Original author? Ask us to correct or remove it. Read the disclaimer.