Example Rules Library
Example Rules Library
Copy any of these rules straight into your Solido reminder stages, or tweak them to match your voice. Each rule is a short directive that tells Solido what kind of email to write. You can use several rules per stage, and Solido combines them all when generating the email.
These are rules, not templates
Pre-Due Reminders
Sent before the invoice due date. The goal is a friendly heads-up, nothing heavy.
Keep it brief and friendly. This is just a courtesy email that the invoice is coming due.
Thank them for their business.
Professional and welcoming. Offer to answer any questions about our payment process.
Mention that no action is needed if payment is already on its way.
Due-Date Reminders
Sent on the day the invoice is due. A little more direct, but still polite.
Be polite but direct. Mention that this is a reminder and the invoice is now due.
Request prompt attention. Ask them to get in touch if there's an issue preventing payment.
Keep the tone upbeat. Thank them if payment has already been sent.
Early Overdue
Sent within the first week or two after the due date. Assume good intent; it may just be an oversight.
Be polite but direct. Mention that this is a reminder and the invoice is now overdue.
Assume it may have slipped through the cracks. Offer to resend the invoice if helpful.
Ask them to arrange payment at their earliest convenience.
Let them know we're happy to help if there's a query about the invoice.
Late Overdue
Sent two to six weeks after the due date. The tone shifts: still professional, but clearly serious.
More formal tone. Note that this is the second reminder and request prompt payment.
Firm but professional. Mention that we may need to pause services if payment isn't received soon.
Express concern that previous reminders have gone unanswered. Ask them to contact us within five business days.
Offer to discuss a payment arrangement if cash flow is a concern.
Final Notice
The last automated reminder before collections or legal. Be firm and clear, but never hostile.
State clearly that this is the final reminder before the matter is referred to our collections process.
Give a seven-day deadline for payment.
Emphasise that we would strongly prefer to resolve this directly. Invite them to contact us immediately.
Keep the tone firm and factual. Do not be threatening or hostile.
Special Situations
Rules you can add to any stage when the situation calls for a different approach.
Large Amounts
For invoices over $10,000, offer to discuss a payment schedule.
For amounts over $5,000, be more direct about confirming the expected payment date.
If the total outstanding is over $20,000, escalate the tone and ask them to contact us to discuss.
Seasonal Businesses
Acknowledge that we understand their industry has seasonal cash flow patterns.
Offer to arrange a payment plan that aligns with their business cycle.
Keep the tone understanding. Ask them to get in touch so we can work something out.
Mix and match
Start with the rules that feel closest to how you'd naturally write to your customers, then refine over time based on the emails Solido generates. The best rules reflect your company's personality, not a generic template.
