6 min read | 26 Feb 2026
How to use Xero invoice reminders for chasing unpaid invoices
Published
26 Feb 2026
Author
Anna Turner-Major
Xero invoice reminders take minutes to set up and are a great first step towards a professional invoice chasing process. Here we’ll cover how to set them up, best practice and when to upgrade to a system like Trove.
What are Xero invoice reminders?
Xero invoice reminders are automated emails sent to customers when invoices are approaching their due date or become overdue. Once enabled, Xero automatically sends these reminders based on your configured schedule.
The system checks daily (between 4am and 8am in your organisation's timezone) and sends reminders to any invoices that meet your chasing criteria.
How to set up invoice reminders in Xero
- Log into Xero and go to Sales → Invoices. At the top right of the page, you will see a button saying ‘Invoice reminders: Off’:
- Click on that button and then tick the box that says ‘Email customers when an invoice is...’. This will open editing and you can start configuring which reminder emails you want to send when:
- There are a few different ways to customise your email sequence:
- Choose the number of emails (up to 5)
- Choose when emails are sent: before due date, on the due date and when overdue
- Write your emails and decide which placeholders to use
- Add a PDF or online link so customers can access their invoice easily from email
- Set a threshold for how big an invoice has to be for you to chase it (£0 is fine)
You can always start with the default Xero sequence and start tweaking it if no one replies.
- Hit save. You now have a sequence of email reminders ready to go and the first batch will be sent between 4am and 8am tomorrow.
When to use Xero’s invoice reminder system
Most Xero users would benefit from turning on an invoice reminder system and Xero’s built-in functionality is free to use on most plans. Here’s a quick checklist of when it makes sense to use them:
✅ When to use Xero’s invoice reminder system
- You send out more than 10 invoices a month using Xero
- You currently have at least 2 invoices that are overdue
- Your number of overdue invoices is increasing each month
- You have no process in place yet for chasing unpaid invoices
There are circumstances when you might need a more advanced system than Xero’s invoice reminders. Here are some reasons you may want to upgrade:
❌ When not to use Xero’s invoice reminder system
- Customers receive multiple invoices each month (Xero sends a separate email per invoice which can be hard to keep track of)
- You have sensitive or high-value customers who you would prefer to personally email
- You have a diverse customer base where different customers need different reminder types
- You use it at the moment and still have lots of overdue invoices
If this sounds like you, upgrading to a system like Trove can help.
Why use Trove to improve collections?
Trove is designed to work alongside Xero for companies that need more control over their collections process. Trove’s compatibility with Xero meant it was selected for the Xero Developer Program in 2026 for solving the everyday challenges of small businesses.
Why should you upgrade from Xero reminders only
There are certain features that you cannot use Xero’s in-built reminder system for. Here’s a feature comparison table to cover which features Xero has and which features you can access via Trove:
Feature
Xero
Trove
Why
Xero invoices are the source of truth
✅
✅
You need one source of truth for invoicing so smooth integration is key
Regular reminders when invoices are due
✅
✅
This is the core of a solid credit control process
Advance reminders about upcoming due dates
✅
✅
Gives the client more time to pay by nudging them ahead of the due date
Sender email address
Xero email address
Your own email
Avoid being spam filtered and keep communication with customers personal
Number of reminders
Max 5
Unlimited
The ability to add more reminders allows consistent chasing for a longer period
Send regular statements to customers
-
✅
If you send multiple monthly invoices to the same customer, a statement is easier
Customise recipients for chasing emails
-
✅
Escalate reminders to more senior clients later in your reminder schedule
Multiple different workflows
-
✅
If you have a diverse customer base, enrol different customers in different workflows
Integrate with Slack and MS Teams
-
✅
Keep the whole team up to date on what’s happening with collections
Escalate to debt recovery
-
✅
Quickly escalate to debt recovery if your emails are being ignored
When to upgrade to a system like Trove
Plenty of SMBs will get what they need from Xero’s invoice reminders. Consider upgrading when you start to see your number of invoices (and unpaid invoices) increasing each month.
All Xero users can access a 30-day trial of Trove that takes five minutes to get going. Book a demo or access your free trial here.
Recent articles
6 min read | 26 Feb 2026
How to use Xero invoice reminders for chasing unpaid invoices
Published
26 Feb 2026
Author
Anna Turner-Major
Xero invoice reminders take minutes to set up and are a great first step towards a professional invoice chasing process. Here we’ll cover how to set them up, best practice and when to upgrade to a system like Trove.
What are Xero invoice reminders?
Xero invoice reminders are automated emails sent to customers when invoices are approaching their due date or become overdue. Once enabled, Xero automatically sends these reminders based on your configured schedule.
The system checks daily (between 4am and 8am in your organisation's timezone) and sends reminders to any invoices that meet your chasing criteria.
How to set up invoice reminders in Xero
- Log into Xero and go to Sales → Invoices. At the top right of the page, you will see a button saying ‘Invoice reminders: Off’:
- Click on that button and then tick the box that says ‘Email customers when an invoice is...’. This will open editing and you can start configuring which reminder emails you want to send when:
- There are a few different ways to customise your email sequence:
- Choose the number of emails (up to 5)
- Choose when emails are sent: before due date, on the due date and when overdue
- Write your emails and decide which placeholders to use
- Add a PDF or online link so customers can access their invoice easily from email
- Set a threshold for how big an invoice has to be for you to chase it (£0 is fine)
You can always start with the default Xero sequence and start tweaking it if no one replies.
- Hit save. You now have a sequence of email reminders ready to go and the first batch will be sent between 4am and 8am tomorrow.
When to use Xero’s invoice reminder system
Most Xero users would benefit from turning on an invoice reminder system and Xero’s built-in functionality is free to use on most plans. Here’s a quick checklist of when it makes sense to use them:
✅ When to use Xero’s invoice reminder system
- You send out more than 10 invoices a month using Xero
- You currently have at least 2 invoices that are overdue
- Your number of overdue invoices is increasing each month
- You have no process in place yet for chasing unpaid invoices
There are circumstances when you might need a more advanced system than Xero’s invoice reminders. Here are some reasons you may want to upgrade:
❌ When not to use Xero’s invoice reminder system
- Customers receive multiple invoices each month (Xero sends a separate email per invoice which can be hard to keep track of)
- You have sensitive or high-value customers who you would prefer to personally email
- You have a diverse customer base where different customers need different reminder types
- You use it at the moment and still have lots of overdue invoices
If this sounds like you, upgrading to a system like Trove can help.
Why use Trove to improve collections?
Trove is designed to work alongside Xero for companies that need more control over their collections process. Trove’s compatibility with Xero meant it was selected for the Xero Developer Program in 2026 for solving the everyday challenges of small businesses.
Why should you upgrade from Xero reminders only
There are certain features that you cannot use Xero’s in-built reminder system for. Here’s a feature comparison table to cover which features Xero has and which features you can access via Trove:
Feature
Xero
Trove
Why you need it
Xero invoices are the source of truth
✅ Included
✅ Included
You need one source of truth for invoicing so smooth integration is key
Regular reminders when invoices are due
✅ Included
✅ Included
This is the core of a solid credit control process
Advance reminders about upcoming due dates
✅ Included
✅ Included
Gives the client more time to pay by nudging them ahead of the due date
Sender email address
Xero email address
Your own email address
Avoid being spam filtered and keep communication with customers personal
Number of reminders
Maximum 5
Unlimited
The ability to add more reminders allows consistent chasing for a longer period
Send regular statements to customers
-
✅ Included
If you send multiple monthly invoices to the same customer, a statement is easier
Customise recipients for chasing emails
-
✅ Included
Escalate reminders to more senior clients later in your reminder schedule
Multiple different workflows
-
✅ Included
If you have a diverse customer base, enrol different customers in different workflows
Integrate with Slack and MS Teams
-
✅ Included
Keep the whole team up to date on what’s happening with collections
Escalate to debt recovery
-
✅ Included
Quickly escalate to debt recovery if your emails are being ignored
When to upgrade to a system like Trove
Plenty of SMBs will get what they need from Xero’s invoice reminders. Consider upgrading when you start to see your number of invoices (and unpaid invoices) increasing each month.
All Xero users can access a 30-day trial of Trove that takes five minutes to get going. Book a demo or access your free trial here.
Customer not paying?
Take the right action every time with Trove.
Propose payment plan
Draft reply
Apply late payment fee
Schedule monthly statement
... and more
Book a demo
Recent articles
6 min read | 26 Feb 2026
How to use Xero invoice reminders for chasing unpaid invoices
Published
26 Feb 2026
Author
Anna Turner-Major, CEO & Co-founder
Xero invoice reminders take minutes to set up and are a great first step towards a process for chasing invoices. This covers how to set up Xero invoice reminders, when to use them and when to upgrade to a system like Trove.
What are Xero invoice reminders?
Xero invoice reminders are automated emails sent to customers when invoices are approaching their due date or become overdue. Once enabled, Xero automatically sends these reminders based on your configured schedule.
The system checks daily (between 4am and 8am in your organisation's timezone) and sends reminders to any invoices that meet your chasing criteria.
How to set up invoice reminders in Xero
- Log into Xero and go to Sales → Invoices. At the top right of the page, you will see a button saying ‘Invoice reminders: Off’:
- Click on that button and then tick the box that says ‘Email customers when an invoice is...’. This will open editing and you can start configuring which reminder emails you want to send when:
- There are a few different ways to customise your email sequence:
- Choose the number of emails (up to 5)
- Choose when emails are sent: before due date, on the due date and when overdue
- Write your emails and decide which placeholders to use
- Add a PDF or online link so customers can access their invoice easily from email
- Set a threshold for how big an invoice has to be for you to chase it (£0 is fine)
You can always start with the default Xero sequence and start tweaking it if no one replies.
- Hit save. You now have a sequence of email reminders ready to go and the first batch will be sent between 4am and 8am tomorrow.
When to use Xero’s invoice reminder system
Most Xero users would benefit from turning on an invoice reminder system and Xero’s built-in functionality is free to use on most plans. Here’s a quick checklist of when it makes sense to use them:
✅ When to use Xero’s invoice reminder system
- You send out more than 10 invoices a month using Xero
- You currently have at least 2 invoices that are overdue
- Your number of overdue invoices is increasing each month
- You have no process in place yet for chasing unpaid invoices
There are circumstances when you might need a more advanced system than Xero’s invoice reminders. Here are some reasons you may want to upgrade:
❌ When not to use Xero’s invoice reminder system
- Customers receive multiple invoices each month (Xero sends a separate email per invoice which can be hard to keep track of)
- You have sensitive or high-value customers who you would prefer to personally email
- You have a diverse customer base where different customers need different reminder types
- You use it at the moment and still have lots of overdue invoices
If this sounds like you, upgrading to a system like Trove can help.
Why use Trove to improve collections?
Trove is designed to work alongside Xero for companies that need more control over their collections process. Trove’s compatibility with Xero meant it was selected for the Xero Developer Program in 2026 for solving the everyday challenges of small businesses.
Why should you upgrade from Xero reminders only
There are certain features that you cannot use Xero’s in-built reminder system for. Here’s a feature comparison table to cover which features Xero has and which features you can access via Trove:
Feature
Xero
Trove
Why you need it
Xero invoices are the source of truth
✅ Included
✅ Included
You need one source of truth for invoicing so smooth integration is key
Regular reminders when invoices are due
✅ Included
✅ Included
This is the core of a solid credit control process
Advance reminders about upcoming due dates
✅ Included
✅ Included
Gives the client more time to pay by nudging them ahead of the due date
Sender email address
Xero email address
Your own email address
Avoid being spam filtered and keep communication with customers personal
Number of reminders
Maximum 5
Unlimited
The ability to add more reminders allows consistent chasing for a longer period
Send regular statements to customers
-
✅ Included
If you send multiple monthly invoices to the same customer, a statement is easier
Customise recipients for chasing emails
-
✅ Included
Escalate reminders to more senior clients later in your reminder schedule
Multiple different workflows
-
✅ Included
If you have a diverse customer base, enrol different customers in different workflows
Integrate with Slack and MS Teams
-
✅ Included
Keep the whole team up to date on what’s happening with collections
Escalate to debt recovery
-
✅ Included
Quickly escalate to debt recovery if your emails are being ignored
When to upgrade to a system like Trove
Plenty of SMBs will get what they need from Xero’s invoice reminders. Consider upgrading when you start to see your number of invoices (and unpaid invoices) increasing each month.
All Xero users can access a 30-day trial of Trove that takes five minutes to get going. Book a demo or access your free trial here.
Customer not paying?
Take the right action every time with Trove.
Propose payment plan
Draft reply
Apply late payment fee
Schedule monthly statement
... and more
Book a demo