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Automated invoice follow-up

You did the work.You sent the invoice.Now you have to chase the payment?

GuardRailPay keeps an eye on every invoice, sends polite reminders at the right time, understands customer replies, tracks promised payment dates and keeps following up until the invoice is sorted.

Try GuardRailPay See how it works

Sending the invoice is only half the job.

Once the work is done and the invoice has gone out, someone still has to keep track of it.

  • Is it due soon?
  • Did they receive it?
  • Should I remind them today?
  • Did they reply?
  • They said Friday — did they actually pay on Friday?
  • Why is this invoice still outstanding?

In a larger company, someone in finance or credit control usually keeps an eye on all of this.

In a small business, that person is often the owner.

And it gets fitted in between customers, staff, suppliers, quotes, projects and everything else that needs doing.

Main business tasks

CustomersProjectsStaffQuotesSuppliersVATPayroll

Beside them, a growing list

Invoice due tomorrowInvoice overdueNeed to follow upCustomer promised FridayNo replyCheck payment

Chasing invoices is a bigger job than it looks.

  • 1.5m+UK businesses are affected by late payments each year.
  • £26bnEstimated to be tied up in late payments to UK businesses at any given time.
  • 86 hoursAverage time businesses affected by late payment spend chasing overdue invoices each year.

That is more than two working weeks spent asking for money that has already been earned.

How do the UK late payment rules work? Read our guide to late commercial payments →

Source: UK Government / Office of the Small Business Commissioner research.

Bigger businesses have people for this.

Finance teams and credit controllers keep track of outstanding invoices.

  • They know what is due.
  • They send reminders.
  • They follow up overdue payments.
  • They record what customers have promised.
  • And they make sure an invoice does not simply disappear into somebody’s inbox.

Small businesses often do not have that person.

So the owner, accountant, bookkeeper or office manager ends up doing the same work manually.

G:R:P gives you the follow-up without adding another person to payroll.

Think of G:R:P as an extra pair of eyes on every invoice.

  • It watches the dates.
  • It sends the reminders.
  • It keeps the original invoice attached.
  • It reads the replies.
  • It remembers when a customer says they will pay.
  • It follows up again if payment still has not been confirmed.
  • And when something genuinely needs your attention, it tells you.

Without G:R:P

  1. Check spreadsheet
  2. Check bank
  3. Find invoices that are due
  4. Open email
  5. Write reminder
  6. Wait for reply
  7. Customer says “Friday”
  8. Set yourself another reminder
  9. Check again on Friday
  10. Write again if they still have not paid

With G:R:P

  1. Add invoice
  2. Turn on Autopilot
  3. G:R:P follows it
  4. You step in only when needed

Not every late payment starts as a payment problem.

  • Sometimes the invoice was simply overlooked.
  • Sometimes it is sitting in an inbox waiting for somebody to deal with it.
  • Sometimes the person responsible for payment has not got around to it yet.
  • Sometimes they need another copy of the invoice.

A polite reminder before the due date gives your customer a chance to deal with it before it becomes overdue.

G:R:P makes sure those follow-ups happen consistently — without relying on you to remember them.

  1. 5 days before due dateFriendly reminder
  2. 2 days beforeUpcoming payment reminder
  3. Due todayInvoice due today
  4. 1 day overduePayment status follow-up
  5. Still unpaidContinue follow-up

Nobody enjoys asking a customer for money they already owe.

  • You want to stay polite.
  • You do not want to damage the relationship.
  • You do not want to sound desperate.
  • And sending the same reminder for the third time is probably not the part of running a business you enjoy.

G:R:P handles the routine follow-up professionally and consistently. You stay involved when the conversation actually needs you.

A reminder is easy. The reply is where the real work starts.

A normal reminder tool can send an email. G:R:P keeps track of what happens next.

Customer

“We’ll pay this on Friday.”

G:R:P

Payment expected Friday

G:R:P pauses the normal reminder schedule and remembers the promised date.

On Friday: Has the payment arrived?

Yes, mark as paidNo, continue follow-up
Customer

“We already paid this yesterday.”

G:R:P

Payment confirmation received

You can confirm the payment and close the invoice.

Customer

“Can you resend the invoice?”

G:R:P

The original invoice is already attached to the conversation.

Customer

“The PO number is incorrect.”

G:R:P

Action required

The normal follow-up pauses so you can deal with the issue.

Add the invoice once. G:R:P keeps track from there.

  1. Add your invoice

    Upload it directly, forward it to G:R:P, or copy your G:R:P invoice inbox when you send it. You do not need to change your accounting software.

  2. Turn on Autopilot

    G:R:P schedules polite reminders before and after the due date. You can see the schedule before anything is sent.

  3. Your customer replies as normal

    They do not need another app. They simply reply to the email. G:R:P keeps track of what they say.

  4. You see what actually matters

    Instead of remembering every follow-up yourself, you only deal with the cases that actually need you.

Open G:R:P and know exactly where you stand.

Example screens with example data.

See what needs attention without opening a spreadsheet or searching through old emails.
Customer replies become clear actions.No raw labels. Just what the customer said and what happens next.

Every invoice has its own history.

See:

  • Invoice details
  • Original invoice
  • Every reminder sent
  • Every customer reply
  • Promised payment dates
  • Payment confirmations
  • Issues that need your attention
  • Whether reminders are active or paused

What actually changes?

Before G:R:P

  • “I need to remember to chase that invoice.”
  • “Who did I already email?”
  • “They said they would pay Friday. Was that last Friday?”
  • “I hate sending these messages.”
  • “Did they actually pay?”
  • “Why is our bank balance lower than I expected?”

With G:R:P

  • “G:R:P is following it up.”
  • “I can see the whole conversation.”
  • “Payment expected Friday.”
  • “I only need to deal with the exceptions.”
  • “I know exactly what is still outstanding.”

Your clients have the same problem.

If you manage several businesses, chasing invoices becomes even harder. G:R:P lets you manage client companies from one account.

  • Create a company for a client.
  • Invite the owner.
  • Add or forward invoices.
  • See what is overdue.
  • See what customers have promised.
  • Step in when something needs attention.
Try G:R:P

It is not just another scheduled reminder.

A basic reminder system sends an email on a date. G:R:P keeps following what happens afterwards.

  • Scheduled reminder: “We’ll pay Friday.”G:R:P remembers Friday.
  • Customer says payment was madeG:R:P records the payment confirmation.
  • Customer raises a problemG:R:P pauses normal follow-up and asks for your attention.
  • No replyG:R:P continues the follow-up.

That is the difference between sending reminders and actually keeping track of an invoice.

You stay in control.

It handles the routine follow-up and tells you when a human decision is needed.

  • G:R:P does not move your money.
  • It does not change your bank details.
  • It does not decide whether a disputed invoice is legally due.
  • It does not send legal threats.

An unpaid invoice is not just a number on a screen.

It may be money you need for:

PayrollVATSuppliersRentStockYour next project

You have already done the work.

You should not have to rely on remembering to send another email before you get paid for it.

Regular, timely follow-up helps stop invoices from simply being forgotten.

G:R:P makes sure the follow-up happens.

What is one hour of your time worth?

G:R:P starts at £26 a month.

For many businesses, that is less than the cost of a single hour spent checking spreadsheets, searching emails and writing payment reminders.

And G:R:P keeps doing it every working day.

Try G:R:P

Much less than hiring someone to chase invoices.

Same G:R:P features on every plan. Choose based on how many new invoices you send each month.

Starter

£26/month

Up to 50 new invoices/month

  • Automated reminders
  • Customer reply tracking
  • Promises to pay
  • Original invoice attachments
  • Unlimited users
  • Multiple reminder steps
Start 14-day trial
Most popular

Growth

£44/month

Up to 150 new invoices/month

  • Automated reminders
  • Customer reply tracking
  • Promises to pay
  • Original invoice attachments
  • Unlimited users
  • Multiple reminder steps
Start 14-day trial

Business

£71/month

Up to 300 new invoices/month

  • Automated reminders
  • Customer reply tracking
  • Promises to pay
  • Original invoice attachments
  • Unlimited users
  • Multiple reminder steps
Start 14-day trial
  • 14-day trial
  • No per-user fees
  • Same features on every plan
  • Cancel anytime

Prices are shown before tax. Where VAT applies it is added at checkout, and businesses can enter their tax ID there. Cancellation stops future renewals. Your current paid billing period remains active until it ends.

More than 300 invoices a month? Talk to us about a Scale plan.
Contact us

Questions people ask

Not covered here? Email support@guardrailpay.com.

Do I need Xero or QuickBooks?

No. You can upload an invoice, forward it to GuardRailPay, or copy your GuardRailPay invoice inbox when you send it. Accounting integrations may be added later, but you do not need one to use GuardRailPay.

Does GuardRailPay send reminders automatically?

Yes. You can see the reminder schedule before turning on Autopilot. GuardRailPay can follow up before the due date and continue after an invoice becomes overdue.

Is the original invoice attached?

Yes. GuardRailPay keeps the original invoice file and can attach it to reminder emails so the customer always has the invoice in front of them.

What happens if a customer says they will pay later?

GuardRailPay records the promised payment date and adjusts the follow-up. For example, if the customer says “We’ll pay Friday.”, GuardRailPay records Friday as the expected payment date instead of continuing to send normal reminders immediately.

What if the customer has a problem with the invoice?

If a reply indicates a dispute, incorrect PO, missing information or another issue that requires you, GuardRailPay can pause the normal follow-up and mark the invoice as Action required.

Does GuardRailPay know when the money reaches my bank account?

Not unless a supported payment or banking integration is connected. If a customer says they have paid, GuardRailPay can record the payment confirmation and ask you to confirm whether the money has arrived.

Can my accountant use GuardRailPay?

Yes. You can invite your accountant to your company. Accountants and bookkeepers can also manage several client companies from one GuardRailPay account.

Can I use GuardRailPay for more than one company?

Yes. A single user can have access to multiple company workspaces. Each company has its own subscription.

Do you charge per user?

No. Pricing is per company and based on the number of new invoices added each month. You can invite the people who need access without paying for each seat.

What happens after the 14-day trial?

Your selected paid plan starts automatically after the trial unless you cancel before the trial ends. You will see the price and billing date before starting the trial.

Can I cancel anytime?

Yes. Cancellation stops future subscription renewals. Your current paid billing period remains active until it ends.

Do you offer refunds?

Subscription payments are normally non-refundable. Cancelling prevents future renewals rather than refunding the current paid period.

The invoice has already been sent.

The work has already been done.

The money is already owed.

The only thing left is making sure somebody follows it up.

Your next overdue invoice should not need another item on your to-do list.

Add your first invoice and let G:R:P keep track of the follow-up.

Start your 14-day trial

No complicated setup. From £26/month.