---
title: "Friendly reminders that turn due dates into payments"
description: "Pre-due and past-due reminder calls with promise-to-pay capture, logged in your AR system. Dedicated accountant, your software, month-to-month."
url: https://ledgerbpo.com/services/billing-calls/payment-reminder-calls/
updated: 2026-09-11
publisher: LedgerBPO (SS Support Network LLC)
language: en-US
---

# Friendly reminders that turn due dates into payments

LedgerBPO's payment reminder calls service makes friendly pre-due and past-due calls to your customers in your company name. A named agent works an agreed cadence from your aging report, captures promise-to-pay dates, logs every outcome in our DunningDesk process and posts notes to QuickBooks Online, Xero or your invoicing software, so nothing is chased twice.

- Since 2020
- US · UK · CA · AU
- Named accountant plus backup
- Your software, no lock-in

[Get a custom quote](https://ledgerbpo.com/get-a-quote/) [Book a 20-minute call](https://ledgerbpo.com/book-a-call/) In short

- Pre-due courtesy calls and past-due reminders on a set cadence
- Promise-to-pay dates captured, tracked and followed up
- First-party calls under your brand; never a third-party collector

Updated September 2026 · Reviewed by [Nimra Khalid](https://ledgerbpo.com/team/nimra-khalid/)

## What is a payment reminder calls service?

A payment reminder calls service is an outbound calling program that reminds customers about invoices before and after the due date. Calls are made in the business's name, follow a scripted cadence tied to invoice age, and record what the customer said, including a promise-to-pay date, so finance can see which invoices will clear and which need a decision.

## Who it is for

### Owner-operators

You send invoices on time but reminders happen only when cash gets tight. A weekly reminder cadence turns due dates into payments without you making the awkward calls.

### Businesses with many small invoices

Fitness studios, childcare centers, clinics and service companies with hundreds of small balances need volume calling that stays polite. Scripts and cadence are built for that.

### AR teams that already email

Your Chaser or Invoiced emails go out, but the phone never rings. Adding calls at day 7 and day 21 past due reaches the customers who ignore email.

## What's included

- Pre-due courtesy calls confirming invoice receipt and due date
- Past-due reminder calls at agreed aging points
- Promise-to-pay capture with date, amount and method
- Broken-promise follow-up calls the day after a missed date
- Payment guidance through your portal, link or IVR; no card data taken
- Dispute intake with reason code and hold on further reminders
- SMS and email reminders sent between calls where permitted
- Contact notes posted to the customer record in your software
- Do-not-call and opt-out requests logged the same day
- Weekly campaign report: reached, promised, paid and disputed
- Cadence reviewed monthly against outcomes by aging bucket
- Backup agent so the cadence never pauses for leave

## Deliverables and KPIs

| Deliverable | KPI we report | Cadence |
| --- | --- | --- |
| Reminder call campaign | Accounts called, reached and promise-to-pay rate, by aging bucket | Weekly |
| Promise-to-pay log | Every promise with date, amount and kept or broken status | Per call |
| Dispute and hold list | Invoices paused with reason and the decision needed from you | Weekly |
| Cash outcome report | Dollars promised versus dollars received within the promised window | Monthly |
| Compliance log | Opt-outs, wrong numbers and call-time exceptions recorded | Weekly |

KPIs are what we measure and report, agreed per engagement. Service-level commitments are set in your agreement.

## How it works

1. ### Discovery call
We review your aging report, invoice volume, customer mix and the countries your customers sit in, then agree the cadence: which day before due, which days after, and when an account escalates.
2. ### Scripts and cadence approved
We write the pre-due, first-reminder and follow-up scripts in your voice, plus SMS and email templates. You approve them along with the call-time windows for each jurisdiction.
3. ### Dedicated agent starts calling
A named agent works the list from your software each morning, logs promises and disputes in DunningDesk, and posts notes to the customer record. A backup covers absences.
4. ### Weekly outcomes review
You receive the campaign report and promise-to-pay log every week. Each month we compare promises against cash received and adjust timing, scripts or channel mix.

Our DunningDesk process

Reminder calls run on our DunningDesk process: cadence templates by aging bucket, approved scripts, and a promise-to-pay log that flags broken promises the next morning. The same log feeds your accounts receivable reporting, so calls and cash are read together.

## Software we work in

- [QuickBooks Online](https://ledgerbpo.com/software/quickbooks-online/)
- [Xero](https://ledgerbpo.com/software/xero/)
- [Chaser](https://ledgerbpo.com/software/chaser/)
- [Invoiced](https://ledgerbpo.com/software/invoiced/)
- [Stripe](https://ledgerbpo.com/software/stripe/)
- [All 50 platforms](https://ledgerbpo.com/software/)

## How much does payment reminder calls cost?

Reminder calling is priced per dedicated agent, full-time or part-time in your hours, or per call and per minute on the shared BillingLine desk for smaller lists. Clients who want promises matched to receipts choose an agent plus accountant pair. Pricing depends on volume and scope, so we send a custom quote within 1 business day.

### What moves the quote

- Number of open invoices and accounts to call each week
- Cadence depth: how many touches per invoice before escalation
- Countries and time zones your customers are in
- Whether the agent also posts payments and applies cash

[Get a custom quote](https://ledgerbpo.com/get-a-quote/) No setup fee. Month-to-month.

## Payment reminder calls for your industry

- [Gyms, fitness & wellness studios](https://ledgerbpo.com/industries/fitness/)
- [Daycares, schools & education](https://ledgerbpo.com/industries/childcare-education/)
- [HVAC, plumbing, electrical & landscaping](https://ledgerbpo.com/industries/field-services/)
- [Home care & home health agencies](https://ledgerbpo.com/industries/home-care/)
- [Dental practices](https://ledgerbpo.com/industries/dental-practices/)
- [Marketing agencies & consultancies](https://ledgerbpo.com/industries/agencies/)
- [All 26 industries](https://ledgerbpo.com/industries/)

## Security and compliance

- Agents never take or store card numbers; customers pay through your own portal or IVR
- Call-time windows, opt-outs and do-not-call lists enforced before every dial
- Recording consent per jurisdiction; no recordings kept beyond your retention policy

Full control list on the [security page](https://ledgerbpo.com/security/) and country rules on the [compliance page](https://ledgerbpo.com/compliance/). Certifications are listed only when held.

## Frequently asked questions

### How much does a payment reminder calls service cost?

Reminder calls are priced per dedicated agent (full- or part-time in your hours), per call or minute on the shared BillingLine desk, or as an agent plus accountant pair. List size, cadence depth and the number of countries called move the quote. Pricing depends on volume and scope, so we send a custom quote within 1 business day.

### Is this the same as using a third-party collector?

No. We are not a debt collection agency and never act as a third-party collector. Every reminder is a first-party call made in your name, about your invoice, in your tone. If an account needs a licensed collector or legal action, we hand it back to you with the full contact history.

### What does a pre-due call actually say?

It is a short courtesy call: confirming the invoice arrived, the amount and due date are as expected, and there is nothing blocking payment. It surfaces missing PO numbers, wrong addresses and disputes before the due date instead of three weeks after. Many customers pay on the spot through your payment link.

### Which calling rules do you follow for outbound reminders?

Scripts are TCPA- and FDCPA-aware in the US, follow PECR and Ofcom rules in the UK, ACMA in Australia and CRTC in Canada. Agents call only within permitted local hours, honor opt-outs and do-not-call requests the same day, and give a recording notice where consent is required. Reminders to patients are made by HIPAA-trained agents under a BAA.

### What happens when a customer breaks a promise to pay?

DunningDesk flags the account the morning after the promised date. The agent makes a follow-up call the same day, references the earlier conversation, and either secures payment or a new date. Two broken promises trigger the escalation you chose during setup, such as a hold on new orders.

### Can you text or email instead of calling?

Yes, where the customer has consented and the jurisdiction allows it. Most cadences mix a pre-due email, a due-date SMS, then calls for anything still open. Our SMS, email and chat billing support page covers the text and email side in more detail.

### How do you handle a customer who disputes the invoice on the call?

The agent records the reason code and any evidence, pauses further reminders on that invoice, and routes it to your named contact. Once you decide, the agent calls back with the answer and restarts the cadence if the balance still stands.

### Can the same agent apply the payments?

Yes, with the agent plus accountant pair, or with our cash application service. Promises are matched against bank and processor receipts each morning, so the promise-to-pay log shows kept and broken status without anyone checking manually. Unapplied receipts are queried with the customer on the next call.

Talk to a person

A 20-minute call with someone who runs payment reminder calls every day. No sales script.

[Book a 20-minute call](https://ledgerbpo.com/book-a-call/) [Get a custom quote](https://ledgerbpo.com/get-a-quote/) Compliance note

You approve and release every payment. We never move money, sign returns or give audit opinions. [Country rules](https://ledgerbpo.com/compliance/).

Next step

## Books closed. Invoices paid. Every month.

Tell us what is going on with your books or billing. You will hear from a named person within 1 business day, with a custom quote and a plan for the first close.

- Reply from a named person within 1 business day
- No setup fee, month-to-month
- Your software, your data, no lock-in

Start with a custom quote

[Get a custom quote](https://ledgerbpo.com/get-a-quote/) [Book a 20-minute call](https://ledgerbpo.com/book-a-call/) Or call [+1-657-777-0006](tel:+16577770006) during US, UK or Australian business hours.

---

Source: https://ledgerbpo.com/services/billing-calls/payment-reminder-calls/ · Contact: https://ledgerbpo.com/contact/ · Full site map for agents: https://ledgerbpo.com/llms.txt