How to Set Up Automated Invoice Reminders in GHL 

Stop spending time sending invoice reminders by hand. This video shows how to build a simple workflow that follows up on unpaid invoices for you.

Inside this video:

• Create a workflow that starts when an invoice is sent.
• Add wait steps before each reminder is sent.
• Check if an invoice is paid or still due.
• Send reminder emails until the client pays.

Follow along step by step and learn how to keep up with unpaid invoices while saving time in GHL.

Automated Invoice Reminders help you keep track of unpaid invoices. Once you set up the workflow in GHL, it can check payment status and send reminder emails for you.

The process is simple. You send an invoice. GHL waits a few days. It then checks if the client has paid.

If the invoice is paid, the workflow stops. If not, GHL sends a reminder email. It can keep doing this until payment comes in.

The workflow uses a few key actions:

• Invoice Trigger starts the workflow when an invoice is sent.
• Wait Action gives the client time to pay.
• If/Else checks if the invoice is paid.
• Send Email sends the reminder message.
• The Go To element repeats the payment check.

This setup helps you stay on top of unpaid invoices. You do not need to check each invoice by hand. You also do not need to remember when to send a reminder.

Automated Invoice Reminders can save time and help you get paid sooner. They also give your clients a clear and steady reminder process.

Getting paid on time keeps your business moving. But if you have to check invoices and send reminder emails by hand, it can take up more time than you think.

The problem is not always the client. Most of the time, people get busy. An invoice gets missed, pushed aside, or lost in a full inbox. Without a reminder, payment can be delayed for days or even weeks.

This is where Automated Invoice Reminders can help. Instead of keeping track of every invoice yourself, GHL can do the follow-up work for you.

Some of the key benefits include:

• Save time on manual follow-up.
• Reduce missed or forgotten invoices.
• Keep your payment process the same for every client.
• Send reminders without extra work.
• Help improve cash flow.
• Stay on top of unpaid invoices.

This type of workflow can help almost any service-based business. Whether you run an agency, work as a freelancer, offer consulting services, or manage a local business, the goal is the same. You want a simple way to remind clients without adding more tasks to your day.

The biggest benefit is consistency. Every invoice follows the same path. Every client gets the same reminder process. Automated Invoice Reminders help you spend less time chasing payments and more time doing the work that grows your business.

Automated Invoice Reminders are set up inside the Workflows area of GoHighLevel. You will create a workflow that starts when an invoice is sent, waits for a set period, checks the invoice status, and sends a reminder email if payment has not been received.

It is important to build the workflow in the correct order so the reminder process works as expected. Once complete, GHL will automatically follow up on unpaid invoices and stop sending reminders as soon as the invoice is marked as paid. Here are the steps to set up Automated Invoice Reminders in GoHighLevel.

Here are the steps to set up Automated Invoice Reminders in GHL.

• Access the Main Left Hand Menu in Your GoHighLevel Sub Account.
• Set the Invoice Trigger After Renaming Your Workflow.
• Rename the Invoice Trigger and Set the Filter.
• Search for and Add the Wait Action Element.
• Rename the Wait Action Element and Set the Time Period.
• Add the If / Else Action Element.
• Set and Configure the Paid and Not Paid Branches.
• Search for and Add the Send Email Action Element.
• Set the Sender Name and Email Address.
• Add the Email Subject Line and Body.
• Search for and Add the Go To Action Element.
• Click the Save Action Button on the Go To Element.
• Connect the Go To Element to the If / Else Action Element.
• Open the Workflow Settings, Then Set the Contact Timezone Before Returning to the Builder.
• Publish and Save Your Workflow.

To start, make sure you are logged in to your GoHighLevel sub-account.

• Create the Automated Invoice Reminders workflow using the Workflow Builder in the Automation section.

1.1 Click Automation.

• You will be taken to the Workflows tab by default.

1.2 Click Workflows.

• You will see a list of workflows, along with options such as Create Folder, Build Using AI, and + Create Workflow.

1.3 Click + Create Workflow.

• A dropdown menu will appear with several options, including + Start from Scratch.

1.4 Click + Start from Scratch.

• You will be taken to the Workflow Builder.

• Rename your workflow, then set the Invoice trigger.

2.1 Rename your workflow.

• Click the Pencil icon at the top of the Workflow Builder and enter a new name for your workflow.

2.2 Click the Add New Trigger button.

• The trigger library will appear, where you can search for and select a trigger.

2.3 Search for and click Invoice.

• You will be taken to the trigger settings page.

• Give the Invoice trigger a clear name, then set the filter.

3.1 Rename the Invoice trigger.

• This makes it easier to identify on the workflow canvas.

3.2 Make sure the Invoice Status is set to Sent.

• By default, the Invoice Status is set to Sent.

3.3 Click the Save Trigger button.

• The Invoice trigger will now appear on the Automated Invoice Reminders workflow canvas.

• Click the Add New Element button, then search for and select the Wait action element.

4.1 Click Add New Element.

• The action library will appear on the right side of the canvas.

4.2 Search for and select the Wait action element.

• You will be taken to the Wait settings.

• Rename the action element and choose the For a Set Period of Time option.

5.1 Rename the Wait action element.

• This makes the workflow easier to read on the workflow canvas.

5.2 Select the For a Set Period of Time option.

• You will see two input boxes where you can set the time period for this action element.

5.3 Type 3 in the Time Period field.

• By default, the time period is set to minutes.

5.4 Set the Unit to Days.

5.5 Click the Save Action button.

• The Wait action element will now appear on the Automated Invoice Reminders workflow canvas.

• Search for and add the If / Else action element to the workflow.

6.1 Click Add New Element.

• The action library will appear on the right side of the canvas.

6.2 Search for and select the If / Else action element.

• You will be taken to the If / Else settings page.

• Configure the two branches. One branch is for Paid clients, and the other is for Not Paid clients.

7.1 Rename the If / Else action element.

• Use a clear and simple name.

7.2 Rename the first branch to Yes/Paid.

• This branch is for clients who have paid the invoice.
• Optionally, you can add a contact tag for contacts who meet this branch condition.

7.3 Select the Status filter in the first branch.

7.4 Select Is in the second filter.

7.5 Select Paid as the Status Condition.

7.6 Rename the second branch to No/Not Paid.

7.7 Click the Save Action button.

• The If / Else action element will now appear on the Automated Invoice Reminders workflow canvas.

• Click the Add New Element button, then search for and select the Send Email action element.

8.1 Click Add New Element.

• The action library will appear on the right side of the canvas.

8.2 Search for and select the Send Email action element.

• You will be taken to the Send Email settings.

• Set the sender details for this workflow email.

9.1 Rename the Send Email action element.

• Use a clear and simple name.

9.2 Add the sender name.

• You can also use a custom value for the sender name.

9.3 Add the sender email address.

• You can also use a custom value for the sender email address.

• Enter your email subject and message.

10.1 Enter the email subject line.

• Keep the subject short and clear.

10.2 Enter the email body.

• Keep the message short and polite.

10.3 Click the Save Action button.

• The Send Email action element will now appear on the Automated Invoice Reminders workflow canvas.

• Click the Add New Element button, then search for and select the Go To action element.

11.1 Click Add New Element.

• The action library will appear on the right side of the canvas.

11.2 Search for and select the Go To action element.

• You will be taken to the Go To settings.

• Click the Save Action button in the lower-right corner of the Go To settings.

12.1 Click the Save Action button.

• The elements on the canvas will highlight, allowing you to choose which element the Go To action should connect to.

• Connect the Go To element to the If / Else action element.

13.1 Click the If / Else action element.

• A line will appear from the Go To element and connect to the If / Else element.
• This shows that the workflow will repeat the process until the condition in the first branch is met.

• Click the Settings tab at the top of the workflow canvas, then set the Contact Timezone in the Communication section before returning to the Automated Invoice Reminders workflow builder.

14.1 Click the Settings tab.

• You will be taken to the workflow settings section.

14.2 Set the Contact Timezone.

• This helps the workflow send messages based on the contact’s local timezone.

14.3 Click the Builder tab.

• You will return to the workflow canvas.

• Turn on Publish and save your Automated Invoice Reminders workflow.

15.1 Turn on the Publish toggle.

• The toggle will turn blue to show that it is active.

15.2 Click Save.

• The red dot on the Save button will disappear, confirming that your workflow has been saved.

Automated Invoice Reminders work best when you keep them simple. Most clients do not need several emails or a long message. They usually just need a polite reminder that an invoice is still due.

The goal is not to chase people for money. The goal is to make it easy for them to see the invoice and take action. A short reminder sent at the right time can often do the job.

Here are a few best practices to follow:

• Keep reminder emails short and clear.
• Use a subject line that is easy to understand.
• Include the invoice number if possible.
• Add a payment link when available.
• Use a friendly and professional tone.
• Allow enough time before the first reminder.
• Test the workflow before using it with clients.
• Review your reminder schedule from time to time.

You can also use custom values in your emails. This lets GHL add details like the client’s name or invoice number for you. Small touches like this can make your emails feel more personal.

Try not to send reminders too often. If clients get too many emails, they may stop paying attention to them. A few well-timed reminders usually work better than daily messages.

It is also a good idea to check for duplicate workflows. If more than one workflow sends invoice reminders, clients may receive the same message more than once.

The best Automated Invoice Reminders are easy to understand and easy to act on. They help you stay on top of unpaid invoices while keeping the payment process clear for your clients.

As your client list grows, it gets harder to keep up with unpaid invoices. What starts as a few invoices can soon turn into a long list of payments to track.

This is where Automated Invoice Reminders can help. Instead of checking each invoice by hand, you can let GHL handle the follow-up for you. The workflow checks the invoice, sends a reminder when needed, and stops when the client pays.

Here are some ways this can help your business:

• Spend less time checking invoices.
• Cut down on admin work.
• Keep your payment process on track.
• Remind clients when a bill is due.
• Help bring in payments on time.
• Free up more time for client work.

Think about a busy agency that sends invoices each month. A missed reminder can lead to a late payment. With Automated Invoice Reminders, each client goes through the same process. Nothing gets missed.

The biggest benefit is that the system works the same way every time. You do not need to keep notes or set extra tasks. GHL handles the reminders, so you can focus on your clients and your work.

If you are new to Automated Invoice Reminders, you may have a few questions before you build your workflow. Below are some of the most common questions GHL users ask when setting up invoice reminder workflows and managing unpaid invoices.

If you spend time checking unpaid invoices and sending reminder emails, this workflow can take that task off your plate. Automated Invoice Reminders give you a simple way to keep invoices moving without having to follow up by hand.

In this guide, you learned how to build a workflow that starts when an invoice is sent, waits a set number of days, checks the payment status, and sends a reminder when needed. You also learned how to repeat the process until the invoice is paid.

Here is a quick recap of what you set up:

• Create a workflow that starts when an invoice is sent.
• Add wait periods between payment checks.
• Check if an invoice is paid or unpaid.
• Send reminder emails to unpaid clients.
• Stop reminders when payment is received.

The real value of Automated Invoice Reminders is consistency. Every invoice follows the same process. Every client gets the same follow-up. You do not need to rely on notes, tasks, or memory to keep track of unpaid invoices.

Once your workflow is live, GHL handles the reminder process for you. That means less time spent on admin work and more time spent helping clients and growing your business.

Have you set up Automated Invoice Reminders in your GHL account yet? Give this workflow a try and see how it fits into your payment process. Be sure to check back at GHL Growth Garage for more practical GoHighLevel mini-guides, tools, and resources.