Feature deep-dive
Set up reminders once. PaymentPing chases late invoices for you — politely, persistently, and without the awkward “just checking in” email.
14-day free trial · No credit card · Reminders included on every plan
The problem
The hard part of freelancing isn’t the work. The hard part is getting paid for the work. The first invoice goes out with a clean due date; you don’t think about it for a week. Then it’s ten days past due, and you’re sitting at your desk drafting a follow-up that doesn’t sound like begging. You write three versions, second-guess all of them, and finally send something at 11pm that feels off. The next morning, the client replies “sorry, slipped my mind — sending today” and you’re relieved, exhausted, and a little annoyed at the whole loop.
This breaks down for three reasons. The first is avoidance: nobody wakes up looking forward to writing a chase email, so the first follow-up always slips a day or two, and that drift compounds. The second is awkwardness: it’s a hard email to write from scratch, and most freelancers re-write it five times before they hit send. The third is inconsistency: you might chase one client religiously and let another one drift for a month, not because you’re being strategic, but because some invoices feel harder to nag about than others.
The cost compounds quickly. The time itself isn’t the problem — ten minutes per email, max. The mental load is. Carrying three or four unpaid invoices in your head while you try to do billable work is like running a browser with forty tabs open: nothing else gets your full attention. There’s also the cash-flow whiplash that traces back to one specific thing — nobody is reliably reminding clients that money is owed. And then there’s the relationship damage of being the awkward one who has to bring up money. That last cost is real and rarely talked about.
The dirty secret of freelancing: the work isn’t the work. The work is getting paid for the work. Whether you’re a contractor, a photographer, a consultant, a web designer, or running an agency, you spend a non-trivial slice of every month on the part of the job nobody pays you for: the reminding.
PaymentPing automates the part nobody wants to do.
How it works
Once an invoice is sent, the rest of the reminder loop runs in the background.
Pick a due date, hit send. The client gets a branded email with a PDF attached and a Stripe-powered payment link in the body. That’s the only step that requires your attention.
The reminder schedule is queued the moment the invoice sends. You can see exactly when each reminder will fire on the invoice detail page or on the agenda view at /dashboard/reminders. Nothing happens before the due date.
Day 1, 7, 14, and 30 past due, by default. Each reminder fires at 9am UTC via cron. The wording is the template you’ve already approved, sent from your email address, in your voice. The night before each send, you get a pre-reminder digest as a final safety net.
Stripe payment, manual mark-as-paid, or magic-link from the pre-reminder digest — doesn’t matter. The moment the invoice flips to Paid, every queued reminder for it is canceled. No client ever receives a stale “your invoice is overdue” email after they’ve already paid.
The defaults are tuned for tone. Each reminder day has its own editable template, calibrated to the situation: the day-1 ping assumes the invoice slipped someone’s mind and is genuinely friendly. The day-7 reminder acknowledges things slip but asks for a quick update. The day-14 is more direct, asks for a date. The day-30 is the final notice — firm and professional, but never hostile or collections-agency cold.
Crucially, the reminder comes from your email, with your branding (logo, accent color, business name) on the email template and the attached PDF. On the Pro plan, the “Powered by PaymentPing” footer is removed entirely. The client gets a normal-looking email from you that happens to arrive at exactly the right time. Nothing about it screams “robot.” Nothing about it sounds like a chase. It just sounds like you, calmly, asking about an invoice.
Every option, every customization
The defaults are opinionated and work for most freelancers. But every part of the system is editable. Here’s the full list.
The default schedule is Day 1, 7, 14, and 30 past due — opinionated, calibrated, and works for most freelancers right out of the box. On the Pro plan, you can change it: shift the cadence to Day 3, 10, 21; drop a reminder; or add a Day 60 final notice for slow industries. The default schedule is the recommended starting point, not a ceiling.
Each reminder day has its own template, fully editable. The first reminder is friendly; the fourth is firmer. You write the words, PaymentPing sends them. Placeholders like {{client_name}}, {{invoice_number}}, {{amount}}, and {{due_date}} fill in the personal details so each email feels written for one person, not blasted to a list.
Every evening at 6pm, get an email digest of which reminders are scheduled to go out tomorrow morning. Each row has a one-click “mark as paid” magic link — no login needed. The digest catches false positives (a check that arrived today, a Stripe charge that hasn't synced yet) before the reminder ever fires. If you do nothing, the reminders go out as planned.
Partial payment? Negotiating an extension? Client on vacation? Pause reminders for that one invoice without losing the schedule. When you're ready to resume, one click brings them back. Other invoices on your account keep firing on their normal cadence — the override is per-invoice, not global.
Skip the Day 7 reminder but keep the Day 14. Skip just the Day 30 final notice for a long-time client. Skip whatever doesn't fit, keep whatever does. Granular control without rebuilding the whole schedule. Skipped types are stored per invoice, so they don't leak across to other invoices for the same client.
On the Pro and Pro+AI plans, every reminder ships with your logo, your brand color, your business name, and no “Powered by PaymentPing” footer on the PDF. Clients see a clean, on-brand email from you. The white-label is end-to-end — the email body, the email template, the attached PDF, and the public payment page all carry your branding only.
See the full feature breakdown by plan on the pricing page.
Real example
Sarah is a freelance designer. She finishes a brand-identity project for a mid-sized client and sends a $4,200 invoice on November 1st, due November 15th. Net 14 terms, standard for her work. She closes the laptop and moves on to the next project.
November 16
Day 1 past due
First reminder fires automatically. Friendly tone: “Hey, just wanted to flag that this is now overdue — let me know if you need anything from me to process payment.” Sent from Sarah’s email, with her branding on the PDF. The client sees a normal email from Sarah.
November 22
Day 7 past due
The client paid the day before — November 23 — via the Stripe link in the original invoice email. The invoice flips to Paid in Sarah’s dashboard, and the queued day-14 and day-30 reminders are canceled instantly. Sarah didn’t even know a second reminder was scheduled, because she never had to think about it.
In a counterfactual where the client kept dragging, PaymentPing would have continued: a slightly firmer reminder on November 22 (Day 7), a more direct one on November 29 (Day 14) linking to the payment page and mentioning late fees if Sarah’s contract has them, and a final notice on December 15 (Day 30) — polite, but unmistakable. Sarah wouldn’t have written a single one of those emails. The pre-reminder digest the night before each send would have given her a chance to override anything that felt off.
That’s the whole product, really. You set it up once. It runs.
Compared to most invoicing tools
Most invoicing tools have reminders, but they’re a buried tab inside a much bigger product. The defaults are stiff, the controls are limited, and the override surface is thin. PaymentPing is built around the reminder loop.
| Feature | PaymentPing | Most invoicing tools |
|---|---|---|
| Reminders included in base plan | Yes, on every plan | Often gated to higher tiers |
| Default schedule that works out of the box | Day 1, 7, 14, 30 — pre-tuned for tone | Manual setup required |
| Editable templates per reminder day | Yes | No |
| Pre-reminder digest with mark-as-paid magic links | Yes | No |
| Per-invoice pause / resume | Yes | No |
| Skip an individual reminder day | Yes | No |
| Partial payment auto-pause | Yes | No |
Comparing specific tools? See the side-by-sides: vs FreshBooks and vs Wave.
FAQ
Resources
Tactical guides on writing the emails, setting the schedules, and getting paid faster — whether or not you use PaymentPing.
Or jump straight to the pricing page if you’re ready to start.
Set the reminders up once. Let them run in the background. Get paid without writing another awkward follow-up email.
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