Overview
For small businesses that receive invoices from vendors or send invoices to clients, overdue follow-up is time-consuming and often awkward. Bill.com's automatic reminder feature sends professional payment reminder emails on a schedule you define — 7 days before due, on the due date, and 7 days overdue. This consistent, automated follow-up dramatically improves payment rates and removes the manual burden of tracking who owes what.
Before you start
- Bill.com account with invoices set up
- Email addresses for invoice recipients configured in vendor/customer records
Step-by-step guide (4 steps)
Enable automatic reminders in Bill.com
In Bill.com → Settings → Reminders, enable automatic payment reminders. Set the reminder schedule: e.g., 7 days before due date, on the due date, 7 days overdue, 14 days overdue. Each reminder sends an automated email to the payer with invoice details and a payment link.
Customize the reminder email templates
Click into each reminder template to customize the email subject line and body. The first reminder should be friendly ('Just a reminder that invoice #[X] is due on [date]'), the second more urgent ('Your invoice is now overdue — please remit payment'). Tone escalation is important.
Include a direct payment link in every reminder email. The easier you make it to pay, the faster you get paid. Bill.com automatically includes a 'Pay Now' button when using their invoicing feature.
Set up a Zapier alert for high-value overdue invoices
For invoices over a certain amount, you want human follow-up in addition to automated emails. Create a Zapier Zap: Bill.com trigger 'Bill Overdue' (or use a daily schedule checking for overdue bills) → filter for amount > $5,000 → send a Slack message or email to the AR owner.
Create a weekly overdue invoice report
Set up a recurring report in Bill.com → Reports → Accounts Receivable Aging. Schedule it to email to you every Monday morning. This gives you a weekly snapshot of everything outstanding without having to log in and check.
What you'll get
Payment reminders go out consistently without anyone having to remember
On-time payment rate improves with systematic follow-up
High-value overdue invoices get human follow-up in addition to automated emails
Weekly aging report keeps you aware of cash flow without daily log-ins
Common mistakes to avoid
Using the same tone for all reminders instead of escalating urgency over time
Not including a payment link — recipients have to dig for payment instructions
Setting reminders too frequently (daily after due date) — feels aggressive and damages relationships
Not following up personally on large overdue invoices — automated emails alone won't always work for big amounts
Frequently asked questions
Do I need coding experience to set up this Bill.com automation?
No coding is required. This guide walks you through everything using Bill.com's built-in features and Zapier's visual interface. If you can follow a recipe, you can follow this guide.
How long does this automation take to set up?
Most users complete this setup in 30–60 minutes on their first try. Once set up, it runs completely automatically with zero ongoing effort.
What happens if the automation fails?
Zapier and Make both have error notifications and task history, so you'll know immediately if something goes wrong. We cover troubleshooting steps in the guide above.
Can I customize this automation for my specific business?
Absolutely. The guide includes notes on common customizations. Most automations have multiple variation points — timing, conditions, notification recipients, and more.