Late invoice reminders for freelance designers with Xero

Chasing late payers is awkward and slow. If a designer sends 14 invoices a month, 5 of them go late and each takes 16 minutes of emails and calls, that's 80 minutes a month.

Xero's invoicing page says it flags invoices once they pass the due date, checks your bank to see which are unpaid and emails polite reminders on your behalf. It can also send repeat invoices for retainer clients and offers a Pay now button through providers such as Stripe and GoCardless. The pricing page does not say which plans include the reminders, so check that Ignite does in the trial. Ignite sends quotes and 20 invoices and enters 10 bills a month, which fits many freelancers.

A freelance designer in Leeds sends 14 invoices a month to 9 clients, with 5 usually going past the due date.

About 1 hour a month saved (60 minutes), worth about £35 at £35 an hour. Cost: Ignite is £18 a month excluding VAT; new UK customers can get 90% off for the first 6 months, about £2 a month. At £18 the saving is about £17 above the cost, so it pays back more on the accounting itself than on reminders alone. If you already use Xero it costs nothing extra.

1. 1Start a Xero trial and set up one client and one invoice with your payment terms and bank details.
2. 2Check in the trial that Ignite includes automatic reminders and note the reminder settings.
3. 3Add your payment terms to every invoice and quote so late payment is clearly agreed in writing.
4. 4Connect your bank feed so paid invoices are matched.
5. 5Each week, check the overdue list and phone any client who is more than 14 days late.

• The pricing page does not say which plans include automatic reminders. Confirm before you pay.
• Ignite is capped at 20 invoices and 10 bills a month. Upgrade costs more if you outgrow it.
• Reminders only chase if the invoice has a due date and the bank feed is up to date. Check both.
• The new customer offer applies to your first organisation and the base price applies after 6 months.