Categories / Invoicing/
Payment reminders
Marketing agency · late payments down 85%
- Task
- take invoice chasing off the CEO's desk
- Result
- 85% fewer late payments; customers pay 27 days sooner on average; median time to payment down 18 days; 0 hours of CEO chasing time
- Tools
- Sunbay
- Fakturownia invoicing
- Setup
- Sunbay reads invoice data from Fakturownia → email and text reminders before and after the due date → overdue invoices move to the next step with an interest note → CEO is notified only when a decision is needed
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Help me set this up for my business: "Payment reminders".
Example business: Flowmore (10-person marketing agency, Poland; 20–30 invoices a month). Task: take invoice chasing off the CEO's desk.
Reported result: 85% fewer late payments; customers pay 27 days sooner on average; median time to payment down 18 days; 0 hours of CEO chasing time
Tools: Sunbay, Fakturownia invoicing
Setup outline:
1. Sunbay reads invoice data from Fakturownia → email and text reminders before and after the due date →…
Starter prompt from the guide (use it as a base):
Write three payment reminder emails for a small marketing agency, to go out 3 days before, 1 day after and 7 days after the invoice due date.
Friendly tone for the first, neutral for the second, firm but polite for the third with a clear next step. Each under 70 words. Use {{client_name}}, {{invoice_number}}, {{amount}} and {{due_date}}.
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/marketing-agency-sunbay-reminders-cut-late-payments-85-customers-pay-2/Step-by-step setup guide + copy-paste prompt
Needs a tech helper: this one can't be set up reliably without technical help. The notes below explain why, plus the simplest safe alternative.
Honest note: this is rule-based reminder automation, not AI. The 85% figure is from the vendor's own case page. Sunbay is set up with the vendor, so there's no public click path for it. The first half of the recipe uses the invoicing tool's built-in reminders, which you can switch on yourself in minutes.
Prerequisites
- An invoicing tool that tracks due dates and paid status. The case used Fakturownia, a Polish invoicing system.
- Customer email addresses on every invoice.
Step-by-step setup
Step 1. Turn on built-in reminders (free route). In Fakturownia go to Settings → Account settings → Email and SMS notifications (Polish UI: Ustawienia → Ustawienia konta → Powiadomienia e-mail i SMS). In the unpaid-invoice section set Send automatically to a schedule, then Save. Menu names may differ slightly in the English interface.
Step 2. Add a reminder before the due date. Choose more… and enter days such as -3, 1, 7. A minus sign means days before the due date. Reminders stop on paid invoices.
Step 3. Write the messages. Pick a custom email template and word each reminder differently: friendly first, firm later. The help page shows a template that changes text by reminder number.
Step 4. Exempt special customers. Open Clients → edit the client → tick Don't send automatic reminders for anyone you handle personally.
Step 5. Add escalation (the Sunbay layer). The case study used Sunbay on top of Fakturownia for text reminders, escalation steps and an interest note on overdue invoices, with a notification to the owner only when a decision is needed. Ask Sunbay about setup and price.
Step 6. Measure. Note the average days-to-pay for the last three months, then compare after 60 days.
Copy-paste prompt
Write three payment reminder emails for a small marketing agency, to go out 3 days before, 1 day after and 7 days after the invoice due date.
Friendly tone for the first, neutral for the second, firm but polite for the third with a clear next step. Each under 70 words. Use {{client_name}}, {{invoice_number}}, {{amount}} and {{due_date}}.Sources
- Sunbay: Flowmore cut late payments by 85%. Credit: CEO of a ten-person marketing agency in Poland.
- Fakturownia Help: automatic reminder for overdue invoices (in Polish)
Industries: AI automation for Agencies & Consultancies
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.