Cadence rule
A short note describing your standard cadence: due date, +7, +14, +30, so you apply it the same way every time.
Receivables · Follow-up cadence
A follow-up cadence plan for unpaid invoices
Chasing payment ad hoc means some clients get nudged twice in a week and others slip through for a month. A documented cadence — a planned touch on the due date, then +7, +14, and +30 days — gives every unpaid invoice the same consistent rhythm. You still send each message yourself, but the plan tells you exactly when. Cash Workspace lets you record those planned follow-up dates against each invoice and tick a note when each pass is done, so nothing gets chased twice or forgotten.
The problem
Why follow-up rhythm breaks down
Without a written cadence, follow-up depends on memory and mood, so some invoices get over-chased and others go quiet for weeks.
- You can't remember whether you last nudged a client three days ago or three weeks ago.
- An overdue invoice goes a full month with no contact because it dropped off your mental list.
- One client gets two reminders in a week, which feels pushy and inconsistent.
- There's no record of which follow-up passes you've already completed on an invoice.
- New invoices never get a planned follow-up schedule, so chasing always starts late.
The workflow
Set and log a cadence per invoice
Write the cadence once, apply it to each invoice, and log every pass as you complete it.
- 1
Define your cadence
Decide the rhythm — for example a note on the due date, then +7, +14, and +30 days — and write the rule down.
- 2
Apply it when you invoice
When you send an invoice, record its planned follow-up dates based on the due date.
- 3
Follow up on schedule
On each planned date, send your reminder yourself, in your own words and tone.
- 4
Log each pass
Tick a note on the invoice — 'day +7 reminder sent 2026-06-14' — so you know where you are.
- 5
Stop when paid or escalated
Once the invoice is paid or you escalate it, close out the remaining planned dates.
Record structure
What to record for the cadence on each invoice
These fields turn a vague intention to chase into a dated, trackable plan.
- Invoice number
- The invoice the cadence applies to.
- Due date
- The anchor date the cadence is built around.
- Day-due reminder date
- The first planned touch, on the due date itself.
- +7 follow-up date
- The planned second nudge, one week after due.
- +14 follow-up date
- The planned third nudge, two weeks after due.
- +30 follow-up date
- The planned final scheduled touch, a month after due.
- Pass-done note
- A checkbox-style note marking each pass as sent, with the date you sent it.
- Outcome
- Paid, promised, no response, or escalated — noted as the cadence runs.
Example setup
An example cadence setup
One way to lay out a Day 1/7/14/30 cadence inside your workspace.
Active cadences
Unpaid invoices with their planned follow-up dates and a note for each pass completed.
Closed out
Invoices that got paid or escalated, with remaining planned dates marked done or cancelled.
Common mistakes
Mistakes to avoid
- Keeping the cadence in your head instead of recording planned dates on each invoice.
- Forgetting to log a pass, so you re-send the same reminder or skip the next one.
- Applying different rhythms to different clients with no record of why.
- Continuing to chase an invoice that's already been paid because the cadence wasn't closed out.
- Setting up the cadence only once an invoice is already badly overdue.
How it helps
How Cash Workspace helps
Planned dates on each invoice
Record your due-date, +7, +14, and +30 follow-up dates against each unpaid invoice.
A note for every pass
Mark each follow-up as done with the date you sent it, so you always know where a chase stands.
A reusable cadence rule
Keep your standard cadence written down so you apply the same rhythm to every invoice.
Related
Related receivables workflows
Follow-up notes log
Record the substance of each reminder you send.
Payment reminder prep
Prepare a polite reminder before each cadence pass.
Overdue invoice triage
Decide what to do when the cadence runs out and an invoice is still unpaid.
Client payment follow-up
Organize follow-up across all your clients.
All finance workflows
Browse the full Cash Workspace workflow library.
FAQ
Follow-up cadence FAQ
- Does Cash Workspace send the reminders for me?
- No. You write and send each reminder yourself. Cash Workspace records your planned follow-up dates and lets you note when each pass is done — it does not send automated or scheduled messages.
- What cadence should I use?
- A common rhythm is the due date, then +7, +14, and +30 days, but you can set whatever fits your clients. The value is in applying one consistent, written cadence rather than chasing at random.
- How do I avoid double-chasing a client?
- Log each follow-up pass with its date as you complete it. With the passes ticked off on the invoice, you can see at a glance which nudge is next and avoid sending the same reminder twice.
Organizing help — not tax, accounting, or legal guidance
Cash Workspace is a free workspace for organizing invoices, expenses, receipts, clients, and documents. This page is organizing guidance only — not tax, accounting, legal, or bookkeeping guidance. Cash Workspace does not connect to your bank, does not scan or read your receipts for you, and does not move or collect payments. Whether an expense is deductible depends on your situation, so confirm it with a qualified accountant or tax professional.
Give every invoice the same chasing rhythm
Start a free workspace and record a Day 1/7/14/30 cadence on each unpaid invoice, logging each pass as you send it so follow-up stays consistent.