FreshBooks Email Automation
Set up intelligent email sequences that automatically trigger for overdue FreshBooks invoices and pause when payments are received.
Automation Features
- Automatically start email sequences for overdue FreshBooks invoices
- Intelligently pause sequences when payments are received
- AI-powered tone adaptation based on client relationship
- Real-time sync with FreshBooks payment status updates
How FreshBooks Automation Works
1Invoice Sync & Detection
PayChase AI continuously monitors your FreshBooks account for invoice status changes.
Detection Triggers:
- • Invoice becomes overdue (past due date)
- • Payment status changes to "Paid" or "Partial"
- • Invoice is marked as "Sent" to client
- • Client payment plan is set up
2Intelligent Sequence Start
When an invoice becomes overdue, PayChase AI automatically analyzes the client relationship and starts an appropriate email sequence.
Analysis Factors:
- • Client payment history and reliability
- • Relationship score and communication history
- • Invoice amount and overdue duration
- • Business relationship value and priority
3Smart Sequence Pause
The moment FreshBooks reports a payment, PayChase AI automatically pauses the email sequence to prevent unnecessary follow-ups.
Auto-Pause Triggers:
- • Full payment received and processed
- • Partial payment above threshold (customizable)
- • Payment plan established and active
- • Client responds to sequence emails
Configuration & Setup
Automation Triggers
Configure when sequences should automatically start for FreshBooks invoices.
Trigger Options:
Overdue by 1 day
Gentle reminder for recently overdue invoices
Overdue by 3 days
Standard follow-up for most businesses
Overdue by 7 days
More formal approach for established clients
Sequence Selection
Choose which email sequences to use for different types of overdue invoices.
Sequence Mapping:
High-Value Clients:
- • Professional tone sequences
- • Longer delay between emails
- • Relationship-focused messaging
- • Personal touch and customization
Standard Clients:
- • Friendly but direct tone
- • Standard escalation schedule
- • Clear payment instructions
- • Automated payment links
Pause Conditions
Define when sequences should automatically pause for FreshBooks invoices.
Auto-Pause Settings:
Full Payment Received
Immediately pause when invoice is fully paid
Partial Payment (≥80%)
Pause when significant partial payment received
Client Response
Pause when client replies to sequence email
AI-Powered Intelligence
Client Relationship Analysis
AI analyzes FreshBooks data to understand client relationships and payment patterns.
- • Payment history and reliability scores
- • Invoice frequency and amount patterns
- • Communication history and responsiveness
- • Business relationship longevity
Dynamic Tone Adaptation
Email tone automatically adapts based on client analysis and overdue duration.
- • Gentle reminders for good clients
- • Professional escalation for VIP accounts
- • Direct approach for problematic payers
- • Urgent tone for significantly overdue
Monitoring & Analytics
Best Practices
✅ Do's
- • Set up sequences to start 1-3 days after invoices become overdue
- • Use different sequences for different client tiers (VIP, Standard, New)
- • Enable auto-pause for partial payments above 80%
- • Monitor automation performance weekly and adjust as needed
- • Keep your FreshBooks integration synced daily
❌ Don'ts
- • Don't set triggers too aggressively (same day as overdue)
- • Don't use the same sequence for all client types
- • Don't ignore manual intervention when clients have disputes
- • Don't forget to update sequences based on performance data
- • Don't rely only on automation - maintain personal relationships
Troubleshooting
Sequences Not Starting Automatically
Check These Settings:
- • FreshBooks integration is connected and syncing
- • Automation triggers are enabled for your account
- • Invoice status is correctly marked as "Overdue" in FreshBooks
- • Client has valid email address in FreshBooks
Sequences Not Pausing on Payment
Possible Issues:
- • Payment recorded outside of FreshBooks system
- • Sync delay between FreshBooks and PayChase AI
- • Partial payment below configured threshold
- • Payment status not properly updated in FreshBooks