01 / Start with an invoice
See your first reminder before connecting email.
Create your workspace with your business details. Add the customer who owes you, the invoice number, amount and due date. PayerPing uses those details to show your reminder draft.
Every invoice starts as a draft. Check the customer and payment details against your records, then choose the wording and timing. You can preview before connecting a mailbox or verifying your sending identity.
Choose the reminders you need
Turn reminder stages on or off, choose how many days before or after the due date they send, and set a local send time. You can skip weekends. The example shows two reminders; your own sequence can be different. Each email counts towards your monthly allowance.
To Sarah at Northstar Interiors
Invoice NP-1047 due tomorrow
Hi Sarah,
PayerPing manages accounts follow-up on behalf of North & Pine Studio.
Invoice NP-1047 for £1,240.00 is due on 30 June. Please let us know if you have any questions before payment.
Please use the payment details on your original invoice and quote NP-1047.
Kind regards,
Accounts follow-up for North & Pine Studio
02 / Get ready to send
Connect your email. Approve the final plan.
Connect Gmail or Microsoft 365 and verify your business authority and reply address. Then return to your invoice, review every final message and send time, and approve the schedule.
Each workspace has one owner. Your reply address must currently match your verified primary sign-in email. Approval applies to the exact messages and schedule you reviewed; relevant changes require fresh approval.
What connecting a mailbox allows
PayerPing requests sending access, without reading your inbox. Connecting a mailbox does not approve an invoice or send a reminder. Sending also requires verification, an eligible plan and service availability. Keep an eye on the connection status in Settings.
North & Pine Studio
- Business owner
- Alex Morgan
- Reply address
- alex@example.com
- Sending mailbox
- Microsoft 365
Review and approve the final sequence before sending.
03 / Stay on top of the outcome
When they pay, close the loop.
Payments and replies go straight to your business. Confirm the payment, mark the invoice paid and PayerPing cancels the remaining reminders.
For manual and CSV invoices, you record paid, disputed or cancelled status yourself. PayerPing does not automatically detect these payments or read replies. You can pause follow-up while you deal with a query.
Understand the schedule and delivery history
After approval, PayerPing queues eligible reminders for their approved times, with further checks as the schedule continues. Check the invoice for any scheduling retry or delivery issue. History distinguishes scheduled, submitted, held and failed activity. A provider accepting a message does not prove inbox delivery or payment.
If a reminder needs attention
A query, unsubscribe, mailbox connection problem or billing hold can change what happens next. Check the invoice and history before approving or retrying anything. Reconnecting a mailbox does not clear an existing review hold. Optional accounting imports retain their source checks; review holds need an explicit resolution.
Marked paid
£1,240.00Payment recorded by the owner- Payment confirmed
30 June · Recorded by Alex
- Future reminders cancelled
The remaining sequence stops here.
- History retained
Your earlier activity stays visible.