Chase overdue Tradify invoices after the reminders stop

1. Open Invoices in Tradify, select the Overdue tab and search a customer name to see only their invoices.
2. For every bank transfer on your statement, open the matching Tradify invoice, scroll to Payment Received, select Add Payment and enter the payment details.
3. To see what one customer owes in total, tick their overdue invoices and export them to CSV, or print them into one PDF to send.
4. Tradify payment reminders end 7 days after the due date. After that only your phone call moves the invoice, and an unrecorded bank transfer keeps reminding a customer who already paid.

Record the bank transfers I paste below against their Tradify invoices, then list every invoice still overdue, totalled per customer, oldest first.

1. 01

   Clear what is already paid

   When you paste bank lines or name who paid, the agent matches each payment to an overdue invoice by customer and amount. An exact match gets one record_payment call with the transfer date. A smaller payment is recorded as a part payment and flagged. A transfer that fits two invoices is never guessed: the agent asks which one.

2. 02

   Leave invoices the accounting app owns

   On accounts linked to QuickBooks or Sage, approved invoices are locked in Tradify and payments belong in the accounting app. The agent lists those invoices for you instead of recording anything, so no payment exists twice. With Xero, one payment recorded in Tradify is enough, since it syncs across.

3. 03

   Group what is left by customer

   The remaining overdue invoices are grouped per customer, summed by amount still due and sorted by the oldest due date. Anything more than 7 days late is marked as past the last Tradify reminder, because those are the invoices no automatic message will chase again.

4. 04

   Stop at a call list

   The run ends with the list, not with emails. Customers with reminders switched on already heard from Tradify, and a phone call works better at this stage. Part-paid invoices show only the balance, so you quote the right figure on the call.

Recorded: INV-2210 Priya Patel $420.00 bank transfer, now paid
Question: $300.00 from T HALE fits INV-2219 and INV-2231, which one?
Still overdue: 6 invoices, $5,140.00
Harbour Cafe Ltd: $2,860.00 on 2 invoices, oldest 34 days, past last reminder
Tom Hale: $680.00 left of $980.00, 11 days, past last reminder
Greg Moss: $1,600.00, 4 days, reminders still running

• Tradify payment reminder emails go to every address in the invoice To: field, and that list only grows, so earlier recipients keep getting reminders and see each other's addresses.
• A Tradify customer can mark an invoice as paid from the invoice link, which adds a payment of the full or remaining amount and emails you to double-check; removing that payment later does not sync the removal to Xero.
• Tradify keeps sending reminders when a payment was reconciled only in QuickBooks or Sage, because those one-way connections never write the payment back to the Tradify invoice.
• Tradify text reminders for invoices use fixed wording and fixed timing that cannot be customized.

record_payment asks for your OK by default. To run it weekly without you, switch confirmation off for that tool in your dashboard.

Sources: Tradify Help Center: Use Invoice Payment Reminders · Tradify Help Center: Add Payments To Invoices · Tradify Help Center: Marking invoices as paid with QuickBooks or Sage · Tradify Help Center: Automated Text Reminders for Invoices

curl https://cotlet.dev/api/v1/tradify/list_invoices \
  -H "Authorization: Bearer $COTLET_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{"status":"overdue"}'

{
  "invoices": [
    {
      "invoice_id": "inv_7781",
      "number": "INV-2210",
      "customer": "Priya Patel",
      "job": "J-0402",
      "due_date": "2026-09-30",
      "total": "420.00",
      "paid": "0.00",
      "due": "420.00",
      "status": "overdue"
    },
    {
      "invoice_id": "inv_7790",
      "number": "INV-2219",
      "customer": "Tom Hale",
      "job": "J-0409",
      "due_date": "2026-10-02",
      "total": "980.00",
      "paid": "300.00",
      "due": "680.00",
      "status": "overdue"
    }
  ]
}

MCP: add https://cotlet.dev/mcp/v1 with the same key; the tool is tradify_list_invoices. Example data.

• Create a Tradify job and book staff from a phone call
• Write a Tradify quote from your site notes
• Send Tradify deposit invoices when quotes are accepted
• Tradify API and MCP server: every tool
• All use cases