Payment Overdue Reminder
A clear path from overdue to paid.
Softdeck watches the right Xero invoices and moves each overdue customer through a measured reminder sequence, while your team keeps the final say.
The sequence
Four deliberate stages, scheduled for the next weekday.
The workflow counts calendar days from the invoice becoming overdue, then schedules each action for 09:00 on the next weekday. If a webhook arrives late, Softdeck starts at the current stage without sending a burst of earlier reminders.
Day 1
A considerate first reminder while the invoice is still easy to resolve.
Day 5
SMS
A short text reminder, sent through your tenant-supplied Twilio credentials.
Day 10
Escalation email
A clearer follow-up that keeps the payment link and next step visible.
Day 15
Owner alert
A fixed internal alert so your team can take over with context.
Rules that protect trust
Helpful follow-up has boundaries.
Customer reminders stop when there is no usable payment URL. Instead, the owner is alerted to fix the invoice or take over. Customers can also reply STOP to suppress future reminders.
Missing payment URL blocks reminders
No dead-end customer message is sent; the owner gets the alert.
Templates stay editable
Customer email and SMS templates can be edited, while the Day 15 owner alert remains fixed.
Tenant-controlled connections
Twilio credentials are supplied by the tenant, and workflow data remains tenant-local.
Eligibility, made explicit
Only the invoices that need a reminder enter the path.
The workflow targets Xero ACCREC invoices with AUTHORISED status, AmountDue greater than zero, and a DueDate in the past. Payment clears the path before the next scheduled stage.
Questions, answered
A reminder workflow your team can explain.
Which invoices enter the workflow?
Only Xero accounts-receivable invoices that are authorised, still have money owing, and have passed their due date.
Can I edit the reminder wording?
Yes. Day 1 email, Day 5 SMS, and Day 10 email copy can be configured with the invoice and payment-link variables. The Day 15 owner alert stays fixed so its purpose remains clear.
What happens if Xero has no payment link?
Softdeck blocks the customer message and alerts the owner instead. That keeps the workflow from sending a dead-end reminder.
Does Softdeck send on weekends?
The workflow schedules each action for 09:00 on the next weekday in the tenant timezone.
Keep the customer relationship intact.