Invoices and reminders

Overdue invoices get a reminder on time.

Tell Stedia once which invoices count as overdue and how a reminder should read. A schedule checks your list on the days you choose and prepares one email per invoice. You decide whether it sends them or leaves them as drafts for you.

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Edit schedule page for “Invoice follow-up”: task, timing on weekdays at 18:00, a test with 2 actions allowed without asking, and options — The schedule “Invoice follow-up” finds invoices more than 14 days overdue and sends a reminder for each, weekdays at 18:00. Example data.

How it works

You describe the job
For example: find invoices more than 14 days overdue and send a reminder for each.
You test it once
The test run sends nothing and shows every action the schedule would take.
It runs on its own
On every run Stedia checks the list again and does only what you allowed.

In detail

Where the open invoices live

Stedia reads your open items from wherever you keep them: an Excel workbook or a Google Sheet with customer, amount and due date, or your accounting system, connected through its API. There is no ready-made accounting tool. On Business and Enterprise, an admin adds your own system under “Add your own” and picks up to 15 actions, each marked whether it asks first.

One email per invoice

Each reminder goes to the customer through Gmail or Outlook, with the invoice number, amount and due date from your list. Gmail can attach files made in Stedia, up to 3 MB in total, for example a reminder letter as a PDF on your stationery. An action preset on “Send email” keeps the tone and the layout the same in every reminder.

Timing in your own words

Pick “Weekdays” with a time and timezone, or describe the cadence in your own words, for example “every Monday at 8” or “last working day of the month at 9”. Stedia shows what it understood, with the next three runs, before anything changes. “Next runs” then shows when the schedule will fire.

Sent on its own, or as a draft

After the test run you choose for each action: “Allow” or “Ask me”. An allowed action runs on every real run, even when the recipients differ each time. If you want to send each reminder yourself, let the schedule create drafts instead and allow only “Create draft”.

All runs write to one chat

The results land in the schedule’s own conversation. Each run continues that chat and sees what the last few runs concluded and anything you wrote there since. A note like “Invoice 2026-104 is paid” reaches the next run that way. Approvals that wait for you collect on the Activity tab under “Needs you”.

When a run needs a look

Change the task, its tools or the assistant on an active schedule, and it stops until you test it again. After 3 failed runs in a row the list marks it “Failing”, and after 5 Stedia switches it off and emails its owner. “Run now” starts a real run at any time without moving the next one.

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Give Stedia
its first task.

Your unpaid invoices, for example. Free for 14 days, then cancel any month.