Make.com Automation Recipe: UK Freelancer Payment Reminders

Who it's for: UK freelancers who invoice clients and struggle with late payments.

Outcome: Automate timely, professional payment reminders that preserve client relationships while reducing unpaid invoices.

This is a ready-to-import Make.com automation that watches your invoicing app (like Xero, QuickBooks, or Stripe) for upcoming or overdue invoices, then sends a customised, polite but firm reminder email via Gmail or SMTP.

It's built for UK freelancers dealing with late payments — especially those who invoice through platforms that don't offer strong built-in dunning workflows.

Trigger → Steps → Outcome

Trigger: New or updated invoice with a due date in the past or coming up soon.

Steps:

1. Filter: Only process invoices marked as "unpaid" or "overdue".
2. Formatter: Format the due date and calculate days overdue.
3. Condition: If overdue by 3+ days, send a firmer reminder. If due within 1 day, send a gentle heads-up.
4. Email: Send a templated email via Gmail or SMTP with dynamic content (client name, invoice number, amount, due date).

Outcome: Reduce unpaid invoices by automating reminders that feel personal and professional — no more awkward manual follow-ups.

JSON Export (Make.com Scenario)

{
  "name": "UK Freelancer Payment Reminder",
  "modules": [
    {
      "type": "webhooks",
      "name": "Watch for Overdue Invoices",
      "parameters": {
        "webhookUrl": "https://hook.make.com/your-webhook-url"
      }
    },
    {
      "type": "filter",
      "name": "Only Unpaid Invoices",
      "parameters": {
        "condition": "{{invoice.status}} == 'unpaid'"
      }
    },
    {
      "type": "tools.formatter",
      "name": "Calculate Days Overdue",
      "parameters": {
        "formula": "TODAY() - {{invoice.dueDate}}"
      }
    },
    {
      "type": "condition",
      "name": "Overdue or Due Soon?",
      "parameters": {
        "conditions": [
          {
            "if": "{{daysOverdue}} >= 3",
            "then": "sendFirmReminder"
          },
          {
            "if": "{{daysOverdue}} >= 0 AND {{daysOverdue}} < 3",
            "then": "sendGentleReminder"
          }
        ]
      }
    },
    {
      "type": "email",
      "name": "Send Firm Reminder",
      "parameters": {
        "to": "{{invoice.clientEmail}}",
        "subject": "Friendly Reminder: Invoice {{invoice.number}} is Overdue",
        "body": "Hi {{invoice.clientName}},\n\nJust a quick heads-up that invoice {{invoice.number}} for £{{invoice.amount}} was due on {{invoice.dueDate}}.\n\nIf you've already sent payment, please disregard. Otherwise, I'd appreciate a prompt response.\n\nThanks,\n[Your Name]"
      }
    },
    {
      "type": "email",
      "name": "Send Gentle Reminder",
      "parameters": {
        "to": "{{invoice.clientEmail}}",
        "subject": "Friendly Reminder: Invoice {{invoice.number}} is Due Soon",
        "body": "Hi {{invoice.clientName}},\n\nThis is a quick reminder that invoice {{invoice.number}} for £{{invoice.amount}} is due on {{invoice.dueDate}}.\n\nPlease let me know if you need anything else before settling the payment.\n\nThanks,\n[Your Name]"
      }
    }
  ]
}

How to Implement

1. Import the scenario into Make.com using the JSON above.
2. Connect your invoicing tool (e.g., Xero, Stripe, QuickBooks) to the webhook trigger.
3. Set up your email provider (Gmail or SMTP) for sending reminders.
4. Customise the email templates to match your tone and brand.
5. Test with a sample invoice and confirm the logic works as expected.

Troubleshooting FAQ

Q: What if my invoicing tool isn't supported?

A: Use a webhook-compatible tool like Zapier or Pabbly to forward invoice events to Make.com.

Q: Can I send SMS instead of email?

A: Yes — swap the email module for an SMS gateway like Twilio or ClickSend.

Q: How do I avoid spamming clients?

A: Add a "last reminder sent" field in your invoice data and filter based on that.

Q: Can this work with non-UK invoicing tools?

A: Yes — the automation is currency-agnostic. Just ensure dates are in ISO format.

Why This Matters

Late payments are a freelancer's worst enemy. This automation helps you recover income faster without burning bridges. It's especially useful if you're running AI content ROI experiments or prompt resale workflows that depend on consistent cash flow.

Next Step: Monetise Your Workflow

Want to turn this automation into a product?

Check out our guide on building automation-based digital products or explore how others are selling prompt packs to indie makers.

Or, spin it into a lead magnet or paid automation course — just like we did with AI Audiobook Automation.