Automate Invoice Reminders with Zapier in 12 Minutes

Chasing invoices is the worst part of running a one-person business. This Zap turns it into a background task you never think about again.

Tools compared

Step 1 — Prepare your sheet

Create a Google Sheet with columns: Client, Email, Amount, Invoice Date, Due Date, Status. Mark paid rows with 'Paid' in the Status column.

Step 2 — Build the Zap

Trigger: Schedule by Zapier (every day at 9:00)
Action 1: Google Sheets — Lookup rows where Status ≠ 'Paid'
Action 2: Filter — Due Date < today minus 3 days
Action 3: Gmail — Send templated reminder

Step 3 — The reminder template

Subject: Friendly reminder — invoice for {{Client}}

Hi {{Client}},

Hope you're well. Just a quick nudge that invoice for {{Amount}} (dated {{Invoice Date}}) is now past due.

You can pay it here: [payment link]

Thanks so much — and if it's already on the way, ignore this note.

— Alex

• Add a second filter branch for 7-day and 14-day reminders with stronger language.
• Log every send back to the sheet for an audit trail.

If late payments are eating your week, this pairs well with the expense categorization prompt for end-of-month cleanup and the messy bookkeeping spreadsheet prompts for the year-end scramble. For a bigger picture on building these workflows yourself, see the automation guides.