Payment reminders for PDF and bank transfer invoices
By DueBuzz · Updated
DueBuzz can send scheduled reminders for invoices you emailed as PDFs or that clients pay by bank transfer. Those invoices need a follow-up just as much as the ones in your invoicing tool, but it is easy for them to become another draft you never send. Add their details or import a CSV, then choose the wording and timing. DueBuzz does not create or send invoices or connect to your bank. Mark each invoice paid yourself when payment arrives.
Add details from the invoice you already sent
Enter the client name, client email, amount, currency and due date. You can add a description, your invoice number, payment link and billing method. A PDF invoice is represented by its details; this workflow does not import or send the PDF itself.
For example, an agency can record a project invoice sent as a PDF and a retainer paid by bank transfer. Both can use the account-wide reminder schedule, or you can set a different schedule on one invoice. This is an example workflow, not a customer case study.
Import a spreadsheet of open invoices
The import screen includes a downloadable CSV template and recognizes common headings such as Customer, Total and Due Date. It checks the file in the browser and shows the proposed invoices before saving.
An ambiguous date such as 03/04/2026 needs clarification. European amounts such as 1.234,56 are supported. Unreadable rows are reported with their line numbers; valid rows can still be imported. Duplicates are flagged rather than blocked.
DueBuzz supports USD, EUR, GBP, CAD and AUD. Amounts in different currencies are kept separate rather than combined into one total.
Choose the wording and when it goes out
Use guided tones and edit their subjects and bodies, or write one custom template for every step. Set up to 6 steps from 30 days before the due date to 60 days after. Reminders are sent by a daily scheduled run.
If the invoice is already overdue, the next daily run selects the most appropriate single reminder, then continues the schedule. Turn on review-before-sending to approve each reminder first. In that mode, the daily heads-up email is off.
Record payment so the remaining reminders stop
Bank transfers are not detected automatically. Mark the invoice paid when you have confirmed payment. That stops the remaining reminders, and a short thank-you note goes to the client unless you switch it off.
While checking a payment or handling a client reply, pause the invoice's reminders without closing it. Replies to DueBuzz reminder emails go straight to your own inbox.
Keep a copy of your invoice records
You can export your data as CSV from Billing. Paid and canceled invoices are retained for 24 months after closing, then deleted. Account deletion is a separate, permanent action available in Billing.
If an unpaid invoice reaches the end of its reminder sequence, it moves to Stalled. Chase again adds further steps; it does not run indefinitely without that action.