Updated September 2026. This guide replaces an older post on automating invoices and payment reminders. Features and fees change — check each tool’s pricing page before you choose.
The simplest way to automate invoicing is to let an invoicing app do most of the work — recurring invoices, payment links and reminders are built into many of them — and use an automation tool like Zapier or Make only to connect the gaps. This guide shows how to choose an invoicing tool, automate when invoices are created, collect payments online, send reminders that get invoices paid, and keep your records up to date without retyping anything.
What you can automate
| Task | Automated how |
|---|---|
| Creating invoices for regular clients | Recurring invoices on a schedule |
| Creating invoices from sales or tracked time | Store, booking or time-tracking integrations, or Zapier/Make |
| Getting paid | An online payment link on every invoice |
| Chasing late payments | Automatic reminders before and after the due date |
| Marking invoices as paid | Happens automatically when clients pay through the invoice link |
| Bookkeeping | Invoices and payments flow into your accounting software |
Step 1: Choose an invoicing tool
| Tool | Good fit | Worth knowing (at time of writing) |
|---|---|---|
| Zoho Invoice | Freelancers and small businesses wanting a free, full-featured invoicing app | Free; includes recurring invoices and automated payment reminders |
| Wave | Small businesses wanting free invoicing plus simple bookkeeping | Invoicing is free on the Starter plan; automated late-payment reminders are on the paid Pro plan |
| Square Invoices | Businesses already using Square or taking card payments in person | Recurring invoices and automatic reminders; payment processing fees apply |
| Stripe Invoicing | Online businesses, subscriptions and usage-based billing | A small fee per paid invoice on top of payment processing; automatic reminders and retries for failed card payments |
| QuickBooks or Xero | Businesses that want invoicing inside full accounting software | Paid subscriptions; invoices, reminders and bookkeeping in one place |
Start with one tool as your “source of truth” for invoices, rather than a spreadsheet plus an app. Invoice numbers, payment status and client details then stay in one place.
Step 2: Set up your invoice template once
- Your business details and logo.
- Automatic invoice numbering, so numbers are never skipped or duplicated.
- Clear payment terms, such as “Due within 14 days”.
- Tax settings for any sales tax or VAT you charge, and any details your country requires on invoices.
- Accepted payment methods, with online payment switched on.
Step 3: Automate when invoices are created
Retainers and regular clients
Create a recurring invoice — for example, on the 1st of each month. The app generates and sends it on schedule. Review recurring invoices whenever a client’s price or scope changes.
Online sales
If you sell through Shopify, WooCommerce or a similar platform, customers usually get an order confirmation or receipt automatically. Use your store’s accounting integration to send sales into your bookkeeping, rather than creating separate invoices by hand.
Hourly and project work
Track time in a tool that can turn billable hours into an invoice, such as the time tracking in Zoho Invoice, or time trackers like Harvest or Clockify, which can create invoices from tracked hours. Review hours before sending.
When your apps don’t connect directly
Use an automation platform to fill the gap. For example:
- Trigger: a project is marked “Complete” in your project tool, or a new row appears in a Google Sheet.
- Action: create a draft invoice in your invoicing app.
- You review and send the draft.
Creating drafts rather than sending automatically lets you catch mistakes before a client sees them. On Zapier’s free plan, each automation is limited to one trigger and one action — see our Zapier beginner’s guide.
Step 4: Make paying easy
- Turn on online payments in your invoicing app, through its built-in payments or a connected provider like Stripe or PayPal. Clients click a link in the invoice and pay by card or bank transfer.
- When clients pay through the link, the invoice is marked paid automatically. No need to match payments by hand.
- Compare fees. Card fees are a percentage of each payment; bank transfer options are often cheaper for large invoices.
- For deposits or large projects, request part of the payment upfront if your tool supports it.
Step 5: Set up automatic payment reminders
Set reminders once in your invoicing app and they’re sent only for unpaid invoices. A polite, predictable schedule works for most businesses:
| When | Message | Tone |
|---|---|---|
| 3 days before the due date | A reminder that payment is due soon, with the payment link | Friendly |
| On the due date | Payment is due today | Friendly |
| 7 days overdue | The invoice is overdue; ask them to pay or reply if there’s a problem | Clear |
| 14 days overdue | A firmer reminder that restates your payment terms | Firm |
| After that | A personal email or phone call from you | Personal |
Keep it human: always include the invoice number, amount, due date and payment link. Only charge late fees if they’re in the terms your client agreed to and allowed where you operate. Pause automatic reminders for a client you’re already talking to about a problem.
Step 6: Keep your books up to date automatically
- Connect your invoicing app to your accounting software — or use one tool that does both — so invoices and payments are recorded automatically.
- Connect your business bank account so transactions import and can be matched to invoices.
- Create categorisation rules for regular expenses, such as software subscriptions.
- Review once a month: check unpaid invoices, clients who regularly pay late, and anything that didn’t match automatically.
Common mistakes
- Sending invoices automatically without review — start with drafts until you trust the setup.
- Keeping invoices in two places — a spreadsheet and an app soon disagree.
- Forgetting to update recurring invoices when prices or projects change.
- Not testing the payment link — send a test invoice to yourself first.
- Reminders that sound like threats — most late payments are simple oversights.
Frequently asked questions
What’s the best free invoicing software?
Zoho Invoice is free and includes recurring invoices and automated reminders. Wave’s free Starter plan covers invoicing and bookkeeping, with automatic reminders on its paid plan. Payment processing fees still apply when clients pay online.
Do I need Zapier to automate invoicing?
Often not. Recurring invoices, payment links and reminders are built into many invoicing apps. Use Zapier or Make only when two apps you rely on don’t connect directly.
Are automatic reminders unprofessional?
Not when they’re polite and accurate. Clients are used to them, and they remove the awkwardness of chasing payments yourself.
What must an invoice include?
It depends on where you’re based and whether you charge sales tax or VAT. Usually: your business details, the client’s details, a unique invoice number, dates, a description of the work, amounts and any tax. Check your local requirements or ask an accountant.
Related guides
- Zapier for beginners
- Automating repetitive business tasks without coding
- No-code workflow automation platforms
- Calculating automation cost savings
