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n8n workflow Beginner Single-firm

Invoice Payment Reminders for Law Firms

Firms collect only about 89% of what they bill. This workflow sends a polite, escalating ladder of reminders with a pay-link, stops the moment a client pays, and escalates at 60 days. Free n8n workflow, yours to keep.

15-minute setupSends a pay-linkReplaces manual accounts-receivable chasing
Download it — no email needed

Import it into n8n

  1. Open the link above and copy the workflow JSON (on n8n.io, use the Copy button; on GitHub, use Raw).
  2. In n8n, open the workflows list, choose Import from URL or Clipboard, and paste it in.
  3. Open each node flagged with a warning and connect your own credentials — none of ours are in the file.
  4. Run it once manually before you activate it, and check the output is what you expect.

How it works

  1. Runs every day at 8am to check for overdue invoices.
  2. Fetches up to 200 overdue invoices from the Clio API.
  3. Calculates days overdue for each invoice and selects only those that fall into reminder windows (days 1–2, 7–8, 14–15, 30–31, or 60+).
  4. Skips processing when no invoices are due for a reminder today.
  5. Routes invoices that are 60+ days overdue to an internal partner escalation path and emails the managing partner the invoice details and payment link.
  6. Builds a client reminder email for day 1/7/14/30 invoices, runs a separate compliance/opt-out guardrail workflow, and sends the approved message to the client via SMTP.

Compliance: never touches your legal work

This automation only handles operational steps — sending, routing, and moving data. It doesn’t draft, analyze, or make any legal judgment, consistent with ABA Opinion 512.

What’s inside

  • The collections-ladder workflowImport one JSON file. An overdue invoice triggers an escalating sequence of reminders.
  • Polite, escalating reminder copyA tone that stays professional early and firmer later, all editable and firm-approved.
  • Pay-link on every reminderEach message carries a payment link so paying is one click, not a phone tag.
  • Stop-on-payment + 60-day escalationThe ladder stops automatically when the invoice is paid, and escalates to a partner at 60 days.

✓ Works great when

  • You send invoices but follow up on overdue ones by hand
  • You want a professional reminder cadence that does not feel like nagging
  • You want the chase to stop automatically the moment a client pays

✗ What breaks at scale

  • You want reminders triggered from your billing system on invoice status
  • You need trust-accounting-aware logic and payment reconciliation
  • You want per-client reporting on days-to-pay and recovery

Frequently asked

What platform does this run on?

It runs on n8n, a free open-source automation tool you host yourself. Import one workflow file and connect your email and pay-link. Nothing is locked to us.

Does it work with my billing software?

The free version works from an overdue-invoice trigger you connect, such as a sheet or a webhook from your billing tool. The paid Build wires it directly into Clio, MyCase, or your billing system.

Is automated payment reminder texting compliant?

Yes. This is operational accounts-receivable messaging, not legal work. It sends payment reminders and a pay-link. It never gives legal advice. You approve every word.

Can you connect it to my billing system?

Yes. The free version is yours to deploy. Wiring it into your billing software with reconciliation is a Quick-Win Build, typically $5k to $15k over 2 to 3 weeks.

Want the version built for your firm?

Done-for-You Build.

The free workflow runs the reminder ladder. When you want it triggered from your billing system, reconciled against payments, and reported on, that is a Quick-Win Build. We connect it to your stack and hand it back tested.

$5k-$15k typical range2-3 weeks typical timeline

What you get

  • Reminders triggered from your billing system on invoice status
  • Payment reconciliation so paid invoices drop out cleanly
  • Per-client days-to-pay and recovery reporting
  • Partner-escalation rules tuned to your firm
The 60-Day Build Guarantee. We agree on one success metric before we start, write it into the SOW, and build to hit it. If we miss, we keep working for free until we do. Or refund your project fee minus third-party costs. You keep everything we built.