How to use PennyFetch

Go to Clients and click Add client. Enter their name and email address. This is where reminder emails will be sent.

You can also set a custom reminder schedule per client. Choose from Standard (1, 7, 14 days), Lenient (3, 14, 30 days), Aggressive (1, 3, 7 days), or enter custom timings.

Go to Invoices and click Create invoice. Fill in the client, reference number, amount, and due date.

Before creating the invoice, you’ll see a preview of the 3 automatic reminder emails that will be sent after the due date. Choose from built-in tones (Professional, Friendly, or Direct), each with their own pre-written emails. Or select “Your templates” to use the custom wording you’ve set up in Settings. You can also opt in to statutory interest on the final reminder.

Once you create the invoice, click Send invoice to email it to your client with a PDF attachment and a “View & Pay” link.

After the due date passes, PennyFetch automatically sends reminder emails on your schedule. You can see the status of each reminder in the invoice detail view.

You can cancel individual reminders, or re-add cancelled ones. If you change the due date, all reminders are automatically rescheduled.

PennyFetch tracks whether your emails were delivered, opened, and whether the client clicked the payment link. Look for these icons on your invoices:

When an invoice is overdue, PennyFetch calculates how much you could claim under the Late Payment of Commercial Debts Act 1998. This appears in your invoice detail view , it’s for your reference only and is never shared with your client unless you choose to include it.

If you enable “Include statutory interest on final reminder” when creating or editing an invoice, this breakdown is added to the final reminder email. This is entirely optional , if you don’t enable it, your client will never see statutory interest information.

You can also use the free Late Payment Calculator to check amounts for any invoice.

If your client still hasn’t paid after all three automatic reminders, PennyFetch gives you two options to escalate.

Go to Settings to customise the wording of your reminder emails. You can edit each reminder stage (Polite, Firm, Final) individually and use variables like {{clientName}}, {{reference}}, {{amount}}, {{dueDate}}, and {{daysOverdue}}.

When creating an invoice, select “Your templates” as the tone to use these instead of the built-in Professional, Friendly, or Direct emails.

Click any invoice to open its detail view, then click Edit. You can change the reference, amount, due date, and the statutory interest toggle.

If you change the due date, all scheduled reminders are automatically rescheduled to match. Previously sent reminders are re-queued so your client gets the full reminder sequence again. If the new due date is in the past, PennyFetch picks the most appropriate reminder stage and schedules it for tomorrow , you can add the others manually from the invoice detail view.

The Dashboard gives you an at-a-glance overview of your outstanding invoices, collection stats, and reminder activity.

The dashboard also shows clients needing attention (those with overdue invoices and poor payment history) and any pending payment claims from clients who say they’ve paid.

When you first sign up, a Getting started checklist guides you through setting up your profile, adding clients, and sending your first invoice.

When you send an invoice or reminder, your customer receives a professional email with a link to view and pay. Here’s exactly what they see at each stage.

1. The email

Your customer receives an email from your company name. It includes the invoice details and an orange “View Invoice & Pay” button.

Invoice send emails also include the invoice as a PDF attachment your client can download.

2. The payment page

When your customer clicks the button, they see a simple payment page with the invoice details and your available payment methods. You can offer card payments (via Stripe), PayPal, and bank transfer , your client chooses how to pay.

Payment methods shown depend on what you’ve set up. Card payments (via Stripe Connect) are shown first when enabled, followed by PayPal and bank transfer as alternatives. Card payments are confirmed automatically , no manual verification needed.

Setting up payment methods

Card payments: Go to Settings → Stripe Connect to connect your Stripe account. Payments go directly to your bank account. Stripe charges 1.5% + 20p for UK cards.

PayPal: Go to paypal.com/paypalme to create your free PayPal.me link, then paste it in Settings → Business Details → Other payment methods. PayPal charges ~2.9% + 30p per transaction.

Bank transfer: Add your bank details in Settings → Business Details. UK bank transfers (Faster Payments) are free. You can offer all three options and let your client choose.