How to automate invoice reminders in five steps
Connect your payment platform, set your reminder schedule once, and let Nudgexa handle invoice follow-up, payment reminder workflow, and reminder timing without adding manual admin work.
Five steps to automated collections
From signup to first reminder in under 10 minutes.
Sign up & pick your plan
Create your account with just an email. No passwords — just OTP verification. Choose Starter, Business, or Enterprise and start your 7-day free trial immediately.
Your organization and workspace are ready within minutes. Payment setup is required, but cancel anytime during the trial with no charges.
Connect your payment platform
Link your Stripe, Square, QuickBooks, or Wave account using the correct provider auth flow. Stripe uses a restricted API key, while Square, QuickBooks, and Wave use OAuth.
Starter allows 1 workspace and 1 active integration connection. Business allows 3 workspaces and all 4 integrations. Enterprise allows unlimited workspaces and unlimited per-workspace connections, subject to product and provider limits.
Invoices sync automatically
Nudgexa's background worker runs 24/7, detecting new invoices from your connected accounts within minutes. No manual uploads, no spreadsheets, no lag.
Unpaid invoices are tracked for reminders based on your schedule. Once a payment is received, it's removed from active tracking. Full visibility into what's synced and what needs follow-up.
Reminders send on perfect timing
Set your schedule once — then forget it. Default triggers are 3 days before due, on due date, then 3, 7, and 14 days after. Pre-due reminders are friendly heads-ups. Post-due messages escalate in tone as needed.
Fully customizable from 8 timing options (−3, −1, 0, 1, 3, 7, 14, 21 days). Each invoice gets up to 5 reminders. All messaging is professional, rate-limited, and preserves client relationships.
Track results in real time
See exactly which invoices are overdue, which reminders were delivered, and your collection rate improving. Full audit trail per invoice, complete visibility into every action.
Customize your reminder schedule, monitor dashboard metrics, and make data-driven decisions. Watch your payment recovery rate climb as reminders do the follow-ups for you.
Timing that works
Reminders are calculated from the invoice due date. Send friendly heads-ups before due, firm reminders after. Pick any 5 from 8 timing options — set once, runs forever.
Available timing options
Max 5 per invoice3 days before
Friendly heads-up
1 day before
Gentle reminder
On due date
Due today notice
1 day after
Soft follow-up
3 days after
Polite follow-up
7 days after
Firm reminder
14 days after
Urgent notice
21 days after
Final notice
We recommend: −3, 0, +3, +7, +14 days. Customize your schedule based on your invoice patterns. All invoices in a workspace use the same reminder timing.
Works with your tools
Native integrations with Stripe, Square, QuickBooks, and Wave. Your tier limits how many you can keep active at once.
Stripe
API key authorization. Syncs invoices, due dates, amounts, and customer payment status automatically via our background worker.
All plansSquare
OAuth authorization. Syncs Square Invoices — due dates, amounts, and payment status automatically.
All plansQuickBooks
OAuth authorization. Perfect for businesses already using QuickBooks for accounting and invoicing.
All plansWave
OAuth authorization. Works with Wave Pro businesses or those with active Wave Advisors bookkeeping support.
Eligible accountsActive connection limits: Starter: 1 active connection. Business: up to 3 active connections. Enterprise: unlimited active connections across unlimited workspaces. Agencies managing multiple clients should start at Business or Enterprise.
Want to learn more about each integration? View all supported providers
Manage multiple payment accounts
Each workspace connects to one Stripe, Square, QuickBooks, or Wave account. Use multiple workspaces if you have multiple payment processor accounts.
Freelancers
Typically 1 workspace. All your invoices (across all clients) flow through your connected payment account and appear here.
Agencies
One workspace per payment account you control. If you manage multiple business divisions with separate accounts, use multiple workspaces.
Multi-Entity
Different business lines or subsidiaries with separate payment accounts. Each gets its own workspace and settings.
Consultants & Accountants
One workspace per distinct practice or service line if tracked in separate payment accounts.
Plan limits: Starter: 1 workspace. Business: 3 workspaces. Enterprise: unlimited workspaces — ideal for organizations with multiple payment processor accounts.
Your data stays safe
Read-only access: Nudgexa only requests read access to invoice data and customer email addresses. We never charge cards, modify invoices, delete records, or access payment methods.
Encrypted connections: All data transfers use industry-standard SSL/TLS encryption. Your financial information is protected in transit and at rest.
Minimal data storage: We only store invoice details and customer emails necessary to send reminders. Payment method data is never stored.
Revoke anytime: Disconnect your account and revoke Nudgexa's access instantly from your payment platform settings. Reminder and audit logs are retained for compliance; all other data is deleted immediately.
What Nudgexa delivers
Designed to help you get paid faster.
Reduce overdue invoices
Automated reminders at perfect timing significantly improve payment collection.
Reclaim your time
Stop manual follow-ups and spreadsheets. Let Nudgexa handle the reminders.
Full visibility
Complete audit trail: every reminder sent, every delivery, complete status tracking.
Why Nudgexa works
Purpose-built for businesses that send invoices and need to get paid.
Get paid faster with automated, perfectly-timed reminders
Save hours each month on manual follow-ups and awkward conversations
Stop chasing payments — let Nudgexa do it professionally on your behalf
Keep multiple payment processor accounts organized across separate workspaces
Complete visibility: every reminder sent, every response, every status change
Preserve client relationships with professional, escalating tone
Works with all major payment processors — connect the ones you use
Send reminders from your own domain with custom SMTP
Choose the right plan
All plans include the full reminder engine, analytics, and support. Differences are in integration limits and workspace count.
| Feature | Starter | Business | Enterprise |
|---|---|---|---|
| Integrations available | 1 active integration connection | All 4 integrations | Unlimited per-workspace connections* |
| QuickBooks support | |||
| Workspaces | 1 | 3 | Unlimited |
| Reminders per invoice | Up to 5 | Up to 5 | Up to 5 |
| Custom reminder schedule | |||
| Advanced analytics | |||
| Custom SMTP |
📊 Starter: Perfect for freelancers and solo practitioners. 1 workspace, 1 active integration connection. Full reminder engine, all 8 timing options, complete analytics.
💼 Business: For businesses with multiple payment accounts. 3 workspaces with all 4 integrations. Perfect if different business lines maintain separate Stripe, Square, QuickBooks, or Wave accounts.
🏢 Enterprise: Unlimited workspaces and unlimited per-workspace connections, subject to product and provider limits. Perfect for agencies managing multiple clients and business lines. Includes custom support and priority infrastructure.
Enterprise per-workspace connection capacity depends on the product and provider limits.