3 FreshBooks Automations to Get Paid 2x Faster Without Chasing Clients!
Tired of refreshing your inbox wondering if clients received your invoice? Here's how to automate your way to faster payments and better cash flow.
Ever send an invoice and then spend days refreshing your inbox wondering if they ever got it? 📧 Or worse, you follow up and they say, "Oh, can you resend it?"
If you're nodding your head right now, you're not alone. As solopreneurs, we've all been there – playing the awkward game of chasing down payments while trying not to damage client relationships.
I learned this lesson the hard way back in 2011 when I was running my first business, an e-learning agency. I spent way too much time chasing payments, and the inconsistent cash flow really hurt my business. That's when I discovered FreshBooks, and honestly, it's wild how far it's come since then.
Today, FreshBooks isn't just invoicing software – it's basically your billing assistant. It sends invoices, reminds clients, and even charges late fees automatically. Whether you're a coach, consultant, freelancer, or anyone who sends invoices, these three automations will transform how you get paid.
Before We Dive In: Set Yourself Up for Success 🚀
Before jumping into the automations, there's one crucial step that can literally get you paid 2x faster: setting up online payments.
Here's the thing – when clients can pay you instantly with a click, they do. It's that simple.
In FreshBooks, just go to Settings → Online Payments and set up FreshBooks Payments (powered by Stripe) or PayPal. Takes a few clicks, but the impact is massive. Studies show that invoices with online payment options get paid up to two times faster than traditional invoices.
Pro tip: Also take a few minutes to set up your company information and upload your logo. It makes everything look more professional and saves you from manually entering details every time. Trust me, your future self will thank you. ✨
Automation #1: Automated Payment Reminders (The Relationship Saver) 🤝
Let's be real – we all hate sending those awkward follow-up emails when clients haven't paid. It feels like a lose-lose situation:
Don't email them? You might not get paid.
Do email them? You risk annoying them and souring the relationship.
This is where FreshBooks becomes your secret weapon. Instead of you being the "bad guy" asking for money, the system sends professional, automated reminders. Your clients understand it's just part of your process – no hard feelings.
How to Set It Up:
Create your invoice as usual (add your client, services, amounts)
Click "Send Reminders" before sending
Choose your reminder schedule – I recommend:
3 days before due date (gentle heads up)
3 days after due date (first reminder)
15 days after due date (second reminder)
30 days after due date (final reminder)
The beauty is that FreshBooks handles all the messaging for you. The default templates are professional and polite, but you can customize them if needed.
Why this works: Clients often forget about invoices – it's not personal. These automated reminders keep you top of mind without you having to do anything. Plus, sending a reminder before the due date often gets clients to pay early! 📅
Automation #2: Recurring Invoices (The Cash Flow Stabilizer) 💸
If you have clients on retainer or recurring services, this feature is an absolute game-changer. Instead of manually creating the same invoice every month, FreshBooks does it automatically.
Perfect for:
Monthly retainers
Subscription services
Ongoing consulting
Software maintenance
Any service that repeats on a schedule
How to Set It Up:
Go to Recurring Templates → New Recurring Template
Set up your invoice like normal (client, services, amounts)
Click "Recurring Schedule" and choose:
Frequency (monthly, weekly, etc.)
Start date
Number of invoices (or infinite for ongoing services)
Pro hack: You can use this for payment plans too! Got a $2,000 coaching program? Split it into four $500 payments over four months. Makes high-ticket items more accessible for clients while ensuring steady cash flow for you.
The Autopay Advantage 🔄
Here's where it gets really powerful – with your client's permission, you can set up autopay. Just like their Netflix subscription, the payment comes out automatically on the scheduled date.
I have several clients on autopay, and this feature alone has:
Saved me hours of administrative time
Given me predictable cash flow
Allowed me to make better business investments (knowing what's coming in)
Obviously, you need client permission for this, but most are happy to set it up once they trust your service.
Automation #3: Late Fee Automation (Use With Caution) ⚠️
This one's powerful but requires careful handling. Sometimes clients need a little extra "motivation" to pay on time, and that's where automated late fees come in.
The psychology: Studies show that invoices with late fees get paid 92% of the time. It sets a professional precedent and shows that your time is valuable.
Critical Rules:
Always communicate upfront – Never surprise clients with late fees
Include it in your contracts – Make the terms crystal clear
Use professionally – This isn't about punishment; it's about fair compensation for your time
How to Set It Up:
In any invoice, check the "Charge Late Fees" box
Choose your structure:
Flat fee or percentage
Grace period (I recommend 14 days)
Frequency (one-time or recurring)
The system calculates and applies everything automatically. Your client sees it as part of your professional process, not a personal attack.
Remember: This works best with the right clients and clear expectations. Use it wisely! 🎯
Beyond Invoicing: The Complete Business Management System 📊
Here's what makes FreshBooks special – it's not just about invoicing. It's about streamlining your entire business process so you can focus on what you do best.
Estimates & Proposals
Need to send quotes? Create estimates that convert to invoices with one click. For complex sales, use the proposal feature with:
Detailed scope of work
Professional imagery
Digital signature collection
Automatic conversion to invoices
Time Tracking & Retainers
If you work on retainers, FreshBooks tracks your time against them automatically. Your clients get monthly summaries showing exactly how their retainer was used – total transparency.
Project Management
For complex projects, you can:
Add team members
Invite clients for collaboration
Track expenses
Monitor profitability
Financial Reporting
Connect your bank account and FreshBooks automatically:
Categorizes expenses
Generates financial reports
Simplifies tax preparation
Shows real business profitability
The Real Value: Your Time Back ⏰
Look, there are other tools that can do pieces of what FreshBooks does. But here's the thing – do you really want to juggle five different platforms?
One tool for invoicing
Another for time tracking
A third for proposals
A fourth for signatures
A fifth for financial reporting
The real value of FreshBooks isn't that it's revolutionary (though it is pretty amazing). It's that everything takes under 5 minutes to complete. You click around, get things done, and you're back to running your business.
As busy solopreneurs, we don't have huge teams or dedicated accountants. We need tools that work seamlessly together, and that's exactly what FreshBooks delivers.
Your Next Steps 🎯
Ready to stop chasing clients and start getting paid faster? Here's what to do:
Set up FreshBooks (get 50% off for 6 months or try it free for 30 days)
Configure online payments (this alone will transform your cash flow)
Set up automated reminders for all future invoices
Create recurring templates for any repeat services
Establish late fee policies (communicate them clearly to clients)
Once everything's configured, you can literally let the system do the work while you focus on growing your business.
The Bottom Line 💡
Getting paid shouldn't be the hardest part of running your business. With these three automations, you'll spend less time chasing invoices and more time doing what you love.
The key is setting up the systems once and letting them work for you. Your cash flow will thank you, your stress levels will drop, and your clients will appreciate the professional, streamlined experience.
What's your biggest invoicing challenge? Drop a comment below – I'd love to help you solve it!
Ready to automate your way to better cash flow? Try FreshBooks risk-free and see the difference these automations can make in your business.
