Automate reminders and formats, not relationship tone.
11 min readMinimum invoice fields
| Field | Why |
|---|---|
| Invoice # | Track in accounting |
| Date / due date | Starts late clock |
| Line items | Scope proof |
| Currency | USD vs PHP clear |
| Payment method | Wise link, PayPal, bank |
| Late rule | From your agreement |
Save as PDF. Same email subject: Invoice [#] - [month] - [your name]
Reminder schedule (automate calendar)
| Day | Action |
|---|---|
| Due date | Invoice sent (already done) |
| Due +1 | Friendly auto or manual reminder |
| Due +7 | Firmer reminder + pause warning |
| Due +14 | Pause new work per terms |
Tools Filipino VAs use
- Wave (free invoicing)
- PayPal invoices (client familiar)
- Google Sheets (simple tracker)
- Wise (USD receive, PHP withdraw)
Pick one stack. Do not fight five apps.
What not to automate
- First time client onboarding invoice (personal note)
- Dispute threads (read before send)
- Waiving late fee (decide case by case)
Common mistakes
| Mistake | Fix |
|---|---|
| Different format every month | One template |
| No invoice number | Sequential IDs |
| Reminder without due date in scope | Terms in kickoff |
| Robot angry emails | Edit template tone |
How Salag helps
- Agreement Builder: payment terms in scope.
- Rate Calculator: line items match floor.
- Scope Creep Detector: invoice extras that were out of scope.
Move safer. Not faster.
In short
Automate invoice numbers, due dates, and reminder schedules.
Do not automate rude tone or surprise fees. You still sound human when money is late.
Common questions
Automate invoice numbers, due dates, and reminder schedules. Do not automate rude tone or surprise fees. You still sound human when money is late.
Use one invoice template with number, due date, line items, and payment method. Same format every time.
Invoice in USD if that is how they pay. PDF plus email. Auto-reminder day after due date, you still write polite words.
Payment terms in scope: due net-7 or net-14, method, late rule.
Automation is backend. Client still gets human tone on reminders.
Automate numbers and dates. User-review tone. Track overdue. Output consistent PDF.
When auto reminders get no reply 7+ days. Personal email plus pause rule.
Yes. Invoice email thread is your paper trail.
Late fee calculator and readiness tools align terms with reminders.
Wave, PayPal invoice, Google Sheets, Notion, calendar for due dates.
One hour to set template. Five minutes per invoice after.
Retainers: same date monthly. Projects: milestone triggers.
No work without agreed payment terms in writing.