Help Center / Invoicing and payments /
Overdue invoices and reminders
When an invoice passes its due date without payment, the status changes to "overdue" automatically. No manual status update is needed. Reminder emails keep the outstanding amount visible to the client, send them manually, use the built-in automatic schedule, or build a custom schedule with automations.
Automatic status changes
Every invoice has a due date field that is set when the invoice is created. The workspace default (configured in Settings > Financials > Invoicing preferences as Default due period is within N days) pre-fills the due date when a new invoice is drafted, and it can be overridden per invoice. Once the due date passes and the invoice has not been marked as paid, an hourly background job flips the status from pending to overdue. The invoice list can be filtered to show only overdue invoices, so outstanding payments are easy to spot.
Sending a manual reminder
There is no dedicated "Send reminder" button on an invoice. A manual nudge reuses the same Send invoice action that is used to send the invoice for the first time.
- Open the overdue invoice.
- Click the Send invoice button in the top toolbar (the paper-plane icon next to the status badge).
- The email popup opens with the default invoice subject and message pre-filled. Edit the subject and body for the manual follow-up if you want.
- Click Send. The client receives the email with the invoice amount, due date, and the public invoice link they can pay from.
The same action can be used as many times as needed on any overdue invoice.
Automatic reminders
Plutio can send automatic overdue reminders without any manual action. To turn them on:
- Go to Settings > Financials.
- Under Invoicing preferences, enable Auto send a reminder email for overdue invoices.
When enabled, Plutio sends up to three reminder emails per overdue invoice:
- On the day the invoice goes overdue
- Three days after the due date
- Seven days after the due date
These intervals are fixed and apply to every overdue invoice in the workspace. There is no per-invoice schedule or way to change the intervals from this setting.
Custom reminder schedules with automations
If the fixed 0/3/7-day schedule doesn't fit your workflow, you can build your own reminder schedule using automations. This gives you full control over timing, message content, and conditions. For a detailed walkthrough, see How to customise overdue reminder schedules.
- Turn off built-in reminders. Go to Settings > Financials and disable Auto send a reminder email for overdue invoices to avoid sending duplicates.
- Create a new automation. Go to Automations and create a new automation.
- Add the trigger. Pick Invoice as the entity, then choose the date-based trigger labelled When Invoice date is approaching.
- Set the timing. In the trigger settings, pick Date field = Due date, set When to trigger to After the date, then use How far and Time unit to enter the offset. The offset maxes out at 30 days, so reminders more than 30 days after the due date are not supported by this trigger.
- Add a condition. Add a Condition step to check that the invoice status is still overdue, so paid invoices don't receive reminders.
- Add an Email action. Add an Email action with your custom subject and message. Use smart fields to include the invoice name, amount, and payment link automatically.
To send multiple reminders at different intervals, create a separate automation for each one (for example, 3 days after due, 7 days after, 14 days after, 30 days after). Each automation checks the invoice status before sending, so reminders stop automatically once the invoice is paid.
