Late payments are the silent killer of freelance businesses. According to a 2025 IPSE survey, 71% of UK freelancers have experienced late payment at least once, with the average overdue invoice sitting unpaid for 23 days past its due date. That's nearly a month of working capital stuck in someone else's bank account.
The solution? An automated invoice reminder tool for freelancers — software that chases your unpaid invoices so you don't have to. No more awkward "just checking in" emails. No more forgotten follow-ups. Just consistent, professional reminders that land in your client's inbox on schedule.
We've tested and compared the five best options available in 2026. Whether you're a solo designer billing three clients or a consultancy managing dozens, there's a tool here for you.
TL;DR: If you want a free, purpose-built automated invoice reminder tool for freelancers, Landolio is the best starting point. For full-suite accounting, FreshBooks or Xero are worth the investment.
What to Look for in an Invoice Reminder Tool
Before diving into the reviews, here's what actually matters when choosing an automated invoice reminder tool for freelancers:
- Customisable reminder sequences — pre-due, on-due, and overdue cadences you can tailor (like the 5-email late payment sequence we recommend)
- Tone control — friendly vs. firm language depending on how late the payment is
- Client tracking — dashboard showing who owes what and when
- Ease of setup — you should be sending reminders within minutes, not hours
- Pricing that makes sense — the tool should cost less than the payments it recovers
The 5 Best Automated Invoice Reminder Tools for Freelancers
1. Landolio — Best Free Option for Payment Follow-Ups
Free tier available · Pro from £9/moLandolio is a dedicated invoice follow-up tool built specifically for freelancers and small agencies. Unlike the all-in-one accounting platforms on this list, Landolio does one thing and does it exceptionally well: it automates your payment reminders with intelligent, multi-step sequences.
The free tier supports up to 3 active clients with automated email reminders, making it genuinely usable without paying a penny. The Pro plan (£9/month) unlocks unlimited clients, custom reminder templates, escalation sequences, and analytics showing which reminders actually get opened.
What sets Landolio apart is its focus. There's no bloated invoicing suite to navigate — you add your invoices, set your reminder rules, and the system handles the rest. It's the kind of tool you set up once on a Sunday afternoon and then forget about, until the money starts landing faster.
Pros
- Genuinely free tier with real functionality
- Purpose-built for payment follow-ups
- Setup takes under 5 minutes
- Clean, modern interface
- Escalation sequences (friendly → firm → final notice)
Cons
- Not a full invoicing/accounting suite
- Newer platform (launched 2025)
- No mobile app yet
2. FreshBooks — Best All-in-One for Invoice Management
From £12/mo (Lite plan)FreshBooks has been a freelancer favourite for over a decade, and for good reason. Its invoicing features are polished, intuitive, and deeply integrated with time tracking, expense management, and basic accounting. Automated payment reminders are built into every plan.
You can configure reminders to go out at set intervals — before the due date, on the day, and at custom intervals after. The emails are professional and customisable, and you can track when clients open them.
The catch? You're paying for an entire accounting suite even if you only need reminders. The Lite plan starts at £12/month and caps you at 5 billable clients. If you need more, the Plus plan jumps to £22/month.
Pros
- Mature, reliable platform
- Excellent invoicing + reminders combined
- Open-tracking on reminder emails
- Strong mobile apps (iOS & Android)
- Integrates with 100+ tools
Cons
- Expensive if you only need reminders
- Client caps on lower plans
- Reminder customisation somewhat limited
3. Xero — Best for UK Freelancers Who Need Accounting
From £16/mo (Starter plan)Xero is the go-to accounting platform for UK freelancers and small businesses, particularly those who work with an accountant. Its invoice reminder feature lets you set up to three automatic reminders per invoice — before, on, and after the due date.
The platform's real strength lies in its accounting depth: bank reconciliation, VAT returns, multi-currency support, and a massive app marketplace. If you're already using Xero for your books, turning on automated reminders is a no-brainer.
However, Xero's reminder feature is somewhat basic compared to dedicated tools. You get limited template customisation, no escalation logic, and no analytics on whether clients actually read the reminders.
Pros
- Industry-standard UK accounting
- VAT and Making Tax Digital compliant
- Bank feeds and reconciliation
- Huge ecosystem of add-ons
- Trusted by accountants
Cons
- Reminder feature is basic
- No escalation sequences
- Pricier than reminder-only tools
- Steeper learning curve
4. Invoice Ninja — Best Open-Source Option
Free (self-hosted) · Pro from $10/mo (hosted)Invoice Ninja is the open-source darling of the freelance invoicing world. The self-hosted version is completely free with no client limits, no feature restrictions, and full control over your data. The hosted Pro plan starts at $10/month if you'd rather not manage a server.
The automated reminder system is solid: you can configure up to three reminder levels with custom delays and messaging. It also supports late fees — automatically adding a percentage or flat fee to overdue invoices, which can be a powerful motivator for slow-paying clients.
The trade-off is polish. Invoice Ninja's interface feels more utilitarian than consumer-friendly, and self-hosting requires technical knowledge. But for budget-conscious freelancers who want maximum control, it's hard to beat.
Pros
- Completely free if self-hosted
- No client or invoice limits
- Automatic late fee calculation
- Full data ownership
- Active open-source community
Cons
- Self-hosting needs technical skill
- Interface less polished
- Reminder templates are basic
- Smaller support community than commercial tools
5. Bonsai — Best for Contract-to-Payment Workflow
From $21/mo (Starter)Bonsai positions itself as the complete freelance management suite: proposals, contracts, invoicing, accounting, and tax prep all under one roof. Its automated payment reminders fit neatly into this end-to-end workflow.
When a client signs a Bonsai contract, you can automatically generate invoices and attach reminder sequences. The system tracks everything from proposal to payment, giving you visibility across the entire client lifecycle. Reminders are customisable and can be set at multiple intervals.
The downside is price. At $21/month for the Starter plan (and $32/month for the more useful Business plan), Bonsai is the most expensive option on this list. It's best suited for freelancers who'll genuinely use the full suite, not just the reminders.
Pros
- End-to-end freelance management
- Contracts + invoices + reminders integrated
- Professional proposal templates
- Built-in tax estimation (US-focused)
- Clean, modern design
Cons
- Most expensive option
- US-centric tax features
- Overkill if you just need reminders
- No free tier
Comparison Table: Automated Invoice Reminder Tools for Freelancers
| Tool | Free Tier | Paid From | Reminder Levels | Escalation | Late Fees | Best For |
|---|---|---|---|---|---|---|
| Landolio | ✓ (3 clients) | £9/mo | Unlimited | ✓ | Pro only | Dedicated reminders |
| FreshBooks | ✗ | £12/mo | 3 | ✗ | ✓ | All-in-one invoicing |
| Xero | ✗ | £16/mo | 3 | ✗ | ✓ | UK accounting |
| Invoice Ninja | ✓ (self-hosted) | $10/mo | 3 | ✗ | ✓ | Open-source / budget |
| Bonsai | ✗ | $21/mo | Custom | ✗ | ✓ | Full freelance suite |
Our Verdict
The right automated invoice reminder tool for freelancers depends entirely on what you already have in place. (And whatever tool you pick, make sure your invoice best practices and contract payment terms are solid first — no tool can fix a broken invoicing process.) Use our free payment terms generator to build those clauses in minutes.
- Need just reminders? Start with Landolio — it's free, focused, and takes minutes to set up.
- Want invoicing + reminders? FreshBooks is the most polished all-in-one option.
- Already using Xero? Just turn on its built-in reminders — no need for another tool.
- On a tight budget with technical skills? Invoice Ninja's self-hosted version is unbeatable on value.
- Want contracts, proposals, and invoicing together? Bonsai is the premium choice.
📚 Related Articles
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- Invoice Like a Pro: 11 Best Practices to Get Paid Faster →
- Cash Flow for Freelancers: 9 Rules to Never Be Broke Between Projects →
- Freelancer Cash Flow Survival Guide: How to Stop Living Invoice to Invoice →
- Milestone Payments for Freelancers: How to Get Paid at Every Stage →
Stop Chasing Payments Manually
Landolio automates your invoice follow-ups so you can focus on the work that earns you money. Free for up to 3 clients — no card required.
Try Landolio Free →Frequently Asked Questions
What is an automated invoice reminder tool for freelancers?
An automated invoice reminder tool for freelancers is software that automatically sends payment reminders to clients when invoices are approaching their due date or become overdue. This eliminates the awkwardness of manually chasing payments and helps freelancers get paid faster.
Are there free automated invoice reminder tools?
Yes. Landolio offers a free tier with up to 3 active clients and automated reminders. Invoice Ninja is fully open-source and free to self-host with unlimited clients. Both are excellent free options for freelancers just starting out.
How many reminders should I send before escalating?
Most freelancers find a 3-step sequence works well: a friendly reminder 3 days before the due date, a firm reminder on the due date, and a final notice 7 days after. Tools like Landolio let you customise these sequences to match your tone and client relationships.
Can automated reminders damage client relationships?
Not when done well. The best tools use professional, polite language and let you customise the tone. Most clients actually appreciate the reminder — late payments are often due to oversight, not malice. Automating the process removes personal friction entirely.