A friendly reminder, then a hand-off before it gets awkward.
Automated invoice reminders are useful until they aren't. This demo shows the four branches — pre-due, on-due, soft overdue and AR hand-off. The copy here is sample data and is not a substitute for legal review of the actual workflow.
What triggers this workflow
Invoice moves to sent, due or overdue in the accounts system; the workflow fires.
Source: Accounting system event
Workflow steps
- Twenty CRM + accounting systemRead invoicePull amount, due date and customer contact from the accounts system.
- n8nBranchPre-due / on-due / soft overdue / hand-off — based on days vs due.
- Listmonk + TwilioSendEmail or SMS reminder per branch; never threats or escalation language.
- Chatwoot + Twenty CRMHand-offAfter a hard threshold, route to accounts-receivable for personal follow-up.
Tools used
Human handoff
A person, not a script, owns the hard conversation
Automated reminders stop at the agreed threshold (default 21 days overdue). After that, AR handles the conversation — never an automated escalation that threatens or pressures the customer.
- Invoice overdue beyond the agreed threshold
- Customer raises a dispute or query about the invoice
- Customer is a known vulnerable customer (handled by AR personally)
Try it in your browser
Edit the sample inputs, choose a branch, and see what the workflow produces. The sandbox runs offline — no accounts touched, no messages sent.
Try it in your browser
Edit the inputs, pick a branch, and see what the workflow produces. Runs entirely in your browser — no messages are sent, no accounts are touched.
1. Invoice state
Invoice INV-2026-0419 for Hannah. Amount $240.00. Status: due in 7 days.
2. Branch handling
Subject: Heads-up — your invoice INV-2026-0419 Hi Hannah, A small heads-up that your invoice for $240.00 is due in 7 days. No action needed if it's already in your payment run. The PDF is attached for your records. — Bayside Building Supplies
Sample data only. Numbers, names and messages are placeholders for illustration. Wire the live workflow separately using the setup notes below.
Setup for production
Wiring it for production
Live deployment needs the accounting source, senders and a clear AR hand-off policy.
- Connect the accounting system so invoice events trigger the workflow.
- Configure the pre-due / on-due / soft-overdue cadence in the n8n workflow JSON.
- Set the AR hand-off threshold (default 21 days) and document it internally.
- Add a STOP-keyword handler so customers can opt out of reminders.
Production prerequisites
- Accounting system with a reliable invoice event
- Email and SMS senders configured
- AR hand-off threshold signed off — and an actual person in AR
Nothing here runs by default. Configuration has to be in place before any live send, booking or contact write.
Questions
Does this threaten or pressure customers?
The automated branches here are sample copy and are polite in tone. The escalation language lives with AR, not in the workflow, and the real deployment needs a legal review of the actual wording and thresholds before it goes live — automated reminders can attract regulatory scrutiny if they're aggressive or persistent.
Can customers opt out of reminders?
Yes. STOP keywords on SMS and unsubscribe links on email both remove the customer from the sequence and update Twenty CRM.
More demos you can run in your browser
Invoice & Payment Reminder across the platform
Want this invoice & payment reminder workflow running on your stack?
Pick the demo you're curious about or describe your own. We'll come back with what a real deployment looks like for your business — the workflow, the prerequisites, the people involved.