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Due date reminder feature
Introduction
Problem
B2B accounting platform for small businesses and accountants in KSA & UAE
Statement
Many small businesses face cash flow issues due to delayed invoice payments. Invoices can be paid 67–90 days late
Presentation goal
Showcase a user-centered solution to help Wafeq users get paid faster with minimal effort
Research
foundation
To design an effective and user-centered feature, we needed to deeply understand the pain points behind late payments and how existing tools fall short. Research helped us align the solution with real user needs.
Jobs to be done
🕦
When I send out invoices to clients
💡
I want to ensure timely payments with minimal manual follow-up
🎯
So I can maintain a healthy cash flow and focus on running my business
🕦
When I have clients with different payment behav.
💡
I want to customize reminder schedules based on invoice terms
🎯
So I can maintain professionalism without being too aggressive
🕦
When log into my accounting dashboard
💡
I want to see upcoming and past due invoices at a glance
🎯
So I can take quick actions without navigating multiple pages
🕦
When a client has several unpaid invoices
💡
I want to consolidate reminders or tailor messages
🎯
So I can avoid spamming and maintain professionalism
🕦
When I send reminders
💡
I want to choose the best channel (e.g, email, SMS, WhatsApp)
🎯
So I can increase the chances of the reminder being seen
🕦
When a client consistently ignores reminders
💡
I want to be notified and offered escalation options
🎯
So I can take appropriate next steps
Competitor landscape analysis
Reminder
customization
Notification channels
Dashboard integration
Direct
(Zoho Books, QuickBooks, Xero, FreshBooks, Wave)
Users can set automated reminder schedules per client/invoice
Mostly email-based; some allow SMS or app notifications
Visible on invoice page or dashboard
Indirect
(WhatsApp Business, Mailchimp, CRM tools)
Templates or automations based on user behavior
WhatsApp, SMS, Email
Not their domain — often need to integrate
Replacement
(Google Cal. reminders, Excel follow-up lists)
Manual scheduling, often inconsistent
User sends emails or messages manually
None — scattered across tools
Unpaid invoice reasons
Reason for Non-Payment
Solution / Motivation
UX/UI Artifact
Client hasn’t seen the invoice
Ensure invoice is delivered and viewed
Invoice status dashboard: "Sent / Delivered / Viewed", with filtering by status
Invoice is under internal approval
Track and understand the approval stage
Approval status tracker: "In review", "Waiting for PO", "Ready for payment"
Errors in invoice (wrong details, amount)
Quickly correct and notify the client
"Edit/Cancel Invoice" button, change log, auto-notification to the client
No response from the client
Re-engage or escalate attention
"Send follow-up reminder" function with channel selection (email, WhatsApp, etc.)
Invoice is long overdue
Escalate internally or offer incentive
"Escalate" button (select another client contact), or "Offer early payment discount"
Client has a history of late payments
Anticipate behavior and adjust reminder strategy
Label "Frequent Delays", with recommended strategy (e.g., increased reminder frequency)
Missing Purchase Order (PO)
Notify client of required PO alignment
PO integration alert: "Missing PO", admin notification for follow-up
Outstanding balance exceeds credit limit
Restrict future invoicing or flag for manual review
Notification: "Credit limit exceeded", with option to block new invoices/orders
Key findings
Dashboard-level view of what’s going on
Filter by status
Show when reminders were sent
Resend, edit, snooze actions
Users want to act, not just watch reminders
Resend, Escalate, Send thank-you, Flag client
Know what’s working
Success rate per channel
Reminders saved X days of delay
System must avoid errors
Merge reminders
Alert user when reminder series is being ignored and suggest escalation
AI-Powered Suggestions
AI shows insights
AI automatically tracks and visualizes this metric
AI recommends optimal way or channel
Solution
Overview
Overview
Download report
Total outstanding
AED 2,420
40%
vs last month
Types of overdue
21%
Overdue 1–7 days
35%
Overdue 8–30 days
9%
Overdue > 30 days
15%
Deferred
20%
Disputed
AI Action
Offer a discount or escalate to a human agent to handle
the situation directly
Dismiss
Send Offer
Monitor and ensure follow-up, offering installment plans if necessary
Dismiss
Start monitoring
Ai suggestions
Search
Invoice number
Company name
Status
Filter
Invoice number
1324354
1324354
1324354
1324354
1324354
1324354
1324354
1324354
Company name
Acme
Acme Corporation
Envato
Envato Sp. z.o.o
Adobe
Adobe Corporation
Atom
Atom Corporation
Flickr
Acme Sp. z.o.o
Shopify
Shopify Corporation
Fedora
Fedora Sp. z.o.o
Webmoney
Webmoney Corporation
Amount
SAR 12,500
USD 10,100
AED 1,400
SAR 12,890
SAR 6,400
AED 143,400
USD 16,452
AED 12,400
Date
13 jul 2025
22 jul 2025
24 jul 2025
25 jul 2025
27 jul 2025
3 aug 2025
8 aug 2025
8 aug 2025
Due date
13 jul 2025
22 jul 2025
24 jul 2025
25 jul 2025
27 jul 2025
3 aug 2025
8 aug 2025
8 aug 2025
Status
Sent
Deferred
Overdue
Delivered
Sent
Overdue
Overdue
Overdue
Previous
1
2
3
...
8
9
10
Next
AI automatically tracks and visualizes this metric. This helps the user understand the current overdue situation
The tags helps to track the invoice status
Based on the collected data, Ai prioritizes tasks and displays them on the dashboard in order of importance
AI Action board
AI Action board
Last update: 2 min ago
Download report
Search
Invoice number
Status
Filter
Initiate invoice
Macro
2
Automate invoice draft generation
AI detected that 40% of projects are delayed due to late invoice creation.
Generate drafts
Prompt user to complete missing fields
25% of invoices are started without proper client details, causing later delays.
Review missing info
Micro
1
Delay in invoicing
Project “Skyline Build” has been active for 10 days with no invoice initiated.
Create invoice now
Invoice sent
Macro
1
Introduce smart reminders
AI noticed that 30% of invoices were sent more than 5 days after service completion
Enable smart reminders
Micro
2
Offer 5% discount
Client Gnome has 3 overdue invoices > 45 days. Based on past behavior, offer 5% discount if paid within 3 days. Would you like to send this offer?
Offer discount
Add a due date
Invoice #5093 sent to "BetaCorp" lacks a payment term.
Contact client
Payment received
Macro
1
Implementing automated reminder
AI found that 50% of payments are received 15+ days after due date.
Activate reminder flows
Micro
1
Invoice сompleted
Macro
2
Micro
4
Based on AI data, the system validates possible problems and highlights them depending on the stage, and prioritizes them by importance
The task can be opened, edited, redirected to a colleague, deleted. It can be performed by clicking on the suggested action
Tasks are divided into macro and micro levels, where macro - global trends, micro - problems of specific customers
Invoice page
Back to overview
Invoice #1324354
Sent
Edit
Customer status
Ready for payment
Issue date
13 jul 2025
Due date
21 jul 2025
Amount due
SAR 12,510
PO
Receive
Events
Create invoice
22 jul 2024, 09:45
Edit invoice
Invoice sent
22 jul 2024, 10:45
Resend invoice
Default reminders
Select template
Customize
3 days before email notification was sent
17 jul 2024, 09:45
Due date SMS notification will sent
21 jul 2024, 09:45
After 1 day email notification will sent
22 jul 2024, 09:45
After 2 days SMS will sent
23 jul 2024, 09:45
After 6 day phone call will be
25 jul 2024, 09:45
Get paid
Amound due
SAR 12,510
Charge business account
Success rate channels
75% success rate
Avg. response
2 days
Whats up
80% success rate
Avg. response
12 hours
SMS
95% success rate
Avg. response
6 hours
Phone call
65% success rate
Avg. response
2 days
Client insights
Good 4.7/5
Acme
Acme Corporation
Contact
John Smith (CFO)
Account manager
Emily Carter
Average payment time
15 days
Attachments
Invoice.pdf
200 KB
Contract_for_John Smith.pdf
132 KB
This block contains information about the status on the admin side and the status of the client, as well as information on the invoice and edit feature
The user has access to quick information about the client, his contacts and rating
Events displays the entire invoice history, additional actions, and the ability to customize reminders.
Based on AI data, the system collects statistics on the success rate of notification channels. Based on this, the user can choose the most successful solution for each specific client.
Customize
reminders
Back to overview
Invoice #1324354
Sent
Edit
Customer status
Ready for payment
Issue date
13 jul 2025
Due date
21 jul 2025
Amount due
SAR 12,510
PO
Receive
Events
Create invoice
22 jul 2024, 09:45
Edit invoice
Invoice sent
22 jul 2024, 10:45
Resend invoice
Default reminders
Select template
Customize
3 days before email notification was sent
17 jul 2024, 09:45
Due date SMS notification will sent
21 jul 2024, 09:45
After 1 day email notification will sent
22 jul 2024, 09:45
After 2 days SMS will sent
23 jul 2024, 09:45
After 6 day phone call will be
25 jul 2024, 09:45
Get paid
Amound due
SAR 12,510
Charge business account
Success rate channels
75% success rate
Avg. response
2 days
Whats up
80% success rate
Avg. response
12 hours
SMS
95% success rate
Avg. response
6 hours
Phone call
65% success rate
Avg. response
2 days
Client insights
Good 4.7/5
Acme
Acme Corporation
Contact
John Smith (CFO)
Account manager
Emily Carter
Average payment time
15 days
Attachments
Invoice.pdf
200 KB
Contract_for_John Smith.pdf
132 KB
Customize reminders
3 days before
Due date
Company
Whats up
SMS
Best
Phone call
Customer name
John Smith
Phone number
+48
432 542 123
Text
Hi John, just a friendly reminder that your payment of SAR 12,510 is overdue. {LINK TO PAY}
Please take care of it at your earliest convenience. Thank you!
Emmas template
Default template
Rewrite with Ai
1 day after
After 2 days
After 6 days
Phone call
Add notification
Reset by default
Save
When setting up notifications, the user can select ready-made templates and automate this process
Reminders are configured in three main sections, depending on the notification date. The user can also configure additional notifications on their own, or reset to the default version
Invoice page invoice
Back to overview
Invoice #1324354
Overdue
Edit
Escalate
Customer status
Ready for payment
Issue date
13 jul 2025
Due date
21 jul 2025
Amount due
SAR 12,510
PO
Receive
This user has 3 unpaid invoices
Consolidate reminders
Events
Create invoice
22 jul 2024, 09:45
Edit invoice
Invoice sent
22 jul 2024, 10:45
Resend invoice
Default reminders
Select template
Customize
3 days before email notification was sent
17 jul 2024, 09:45
Due date SMS notification will sent
21 jul 2024, 09:45
After 1 day email notification will sent
22 jul 2024, 09:45
After 2 days SMS will sent
23 jul 2024, 09:45
After 6 day phone call will be
25 jul 2024, 09:45
Get paid
Amound due
SAR 12,510
Charge business account
Success rate channels
75% success rate
Avg. response
2 days
Whats up
80% success rate
Avg. response
12 hours
SMS
95% success rate
Avg. response
6 hours
Phone call
65% success rate
Avg. response
2 days
AI Insights & suggestions
Missing purchase order
No PO is attached, and this client requires PO for processing. Missing PO may delay internal approval on the client's side.
Contact Client
Upload PO
High risk of late payment
Client viewed invoice 3 days ago but hasn't taken action. Based on past behavior, 70% chance of delayed payment.
Contact Client
Send reminder
Client insights
Good 4.7/5
Acme
Acme Corporation
Contact
John Smith (CFO)
Account manager
Emily Carter
Average payment time
15 days
Attachments
Invoice.pdf
200 KB
Contract_for_John Smith.pdf
132 KB
In case of prolonged non-payment, the case can be escalated.
If the client has collected several debts, you can configure Consolidate reminders
AI conclusions can highlight the problem areas of this invoice or the client, which will allow them to be quickly resolved or decisions based on data can be made.