Clear invoice details, a predictable follow-up routine and a reliable record of what is still unpaid.
Make the invoice easy to understand
Include the customer, work description, amount, due date and payment details. Check these before sending. A clear invoice leaves fewer questions for the customer to ask.
Keep a single view of what is unpaid
Use your accounting records to check payment status. Keep delivery and payment separate: a sent invoice can still be unpaid. Reconcile payments before following up so customers never get chased for money they have already sent.
Follow up calmly and consistently
Start with a short reminder that names the invoice, amount and due date. Check whether payment has arrived before sending another message. Keep a record of the conversation and ask about any dispute rather than assuming the customer forgot.
A friendly reminder you can adapt
Hi [Customer], just checking on invoice [Number] for [Amount], due on [Date]. If you’ve already paid, thanks. Otherwise, could you let me know when to expect it?
Replace the brackets and check payment records before sending.Let Gus help with the paperwork
Ask Gus on WhatsApp to prepare an invoice or follow-up. Check the recipient, amount and exact message before approving delivery. A clear approval and delivery record helps you stay on top of what actually went out.
Frequently asked questions
Does Finalised mean paid?
No. Finalised describes the saved document. Payment is a separate status, reported by your accounting records.
Can I use Gus without Xero?
Yes. Create and review local proposals and invoices, then connect Xero when you want accounting sync.