Moving business forward
Every client and what they owe, on one screen. Flow chases it.
Built for agencies and studios. Flow sends each client a short note on how their project is going, on a schedule, with any unpaid invoices in it. When a payment runs late, the wording gets firmer. You don't have to remember, and you don't have to be the one who asks.
The work is done. The money isn't in.
In a busy week, two jobs get dropped first: telling clients where their project stands, and following up the invoice that's two weeks late. Neither is billable, and both feel awkward. Meanwhile, your team and freelancers still expect to be paid at the end of the month, whether your client has paid you or not. A client who hears nothing starts to wonder what they're paying for. And the invoice nobody asks about tends to be the one paid last.
How it works
How Flow follows up for you
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Add the project and what's owed.
In Flow, each client project or retainer is an engagement. Add who should hear about it, and each invoice: your reference, the amount and the due date. Keep raising invoices where you do today.
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Write a line when something moves.
One or two plain sentences. Flow holds them for the next note.
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Flow sends the note on schedule.
Weekly, fortnightly or any interval you set, at the hour you choose, in your timezone. When an invoice is 14 days late, the wording gets firmer; at 30 days, it's final. Nothing new and nothing owed? Flow skips that note rather than send filler.
While a project is active, every unpaid invoice on it gets followed up, on schedule and in your name. You never write the reminder.
The note
A progress note with the invoice inside it
A reminder from accounting software only asks for money, and it's easy to ignore. Flow's note opens with what's moved on the client's own project, and what they owe follows in the same email. As an invoice ages, the wording gets firmer. It never adds a fee.
Ridgeline Studio to Dana Whitfield
Ridgeline Studio — Website rebuild: where things stand
Neutral
Ridgeline Studio — Website rebuild: an update, and a payment reminder
Firm · 16 days overdue
Ridgeline Studio — Website rebuild: an update, and an outstanding invoice
Final · 34 days overdue
Hi,
Here is what has moved on Website rebuild:
- Homepage and pricing templates approved; build started Monday.
- Content migration is 60% done; the blog moves over next week.
For reference, USD 4,200.00 is currently outstanding.
On the invoicing side, invoice RS-1042 is 16 days past due, with USD 4,200.00 outstanding in total. Could you let us know a payment date?
On the invoicing side, invoice RS-1042 is now 34 days past its due date, and USD 4,200.00 is outstanding in total. Could you let us know when it will be paid, or tell us if something is holding it up?
Pay online
Thanks,
Ridgeline Studio
See the full picture Stop receiving these
- Your name on it. The note carries your agency's name. Add your reply-to address, and replies come straight to you.
- Check before it goes. Preview exactly what the next note will say.
- A way to pay. Add your payment page once, and every note shows a Pay online link under what's owed.
- No filler. No news and nothing owed means no note.
"My accounting software already sends reminders."
It probably does, and you can keep them on. A reminder asks for money and nothing else. Flow's note does three things a reminder doesn't:
- Gives the client a reason to open it. The ask arrives inside an update on their own project.
- Keeps the client in the loop when nothing is owed. The first email they get from you in weeks isn't a request for money.
- Puts every project and what's owed on one screen. You see each project's next note, what's owed and how much is overdue, without opening each client.
You'll record each invoice in Flow as well: the reference, amount and due date.
Your client's side
Your client never has to log in.
The note lands in their inbox with everything they need. If they want more, "See the full picture" opens the project's timeline and invoice status. They enter their email address and get a 6-character code. No account, and no password to remember.
Is their mail server slow to deliver the code? You can get a fresh one for them and pass it on.
Ridgeline Studio
See where things stand
We've emailed a code to d…@harbourandpine.com. It works for the next 20 minutes.
Your code
See the update
Days to paid
See how fast each client pays.
Flow counts the days from each invoice's issue date to the day you mark it paid, and shows each client's average on their page. You'll see which clients pay quickly and which take their time, before you agree terms on the next project.
Harbour & Pine
Pays in 12 days on average, across 4 paid invoices, counted from each issue date to the day it was marked paid.
What Flow doesn't do
Flow follows up on your projects and invoices until they're paid. It leaves out the rest on purpose:
- Project and task management. Keep your project tool.
- Creating invoices or taking payments. Raise and collect them where you do today; Flow follows up.
- A client portal to log into. Clients get a code by email instead.
- Late fees. Firmer wording, never a penalty.
Pricing
Priced by active engagements, not seats.
Every plan has every feature, with unlimited clients, team members and recipients. You pay for how many engagements are live at once.
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Starter
$40.83 / month
$490 billed yearly · save $98
$49 / month
Billed monthly
10 active engagements
For a studio with a handful of live projects.
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Studio
$82.50 / month
$990 billed yearly · save $198
$99 / month
Billed monthly
30 active engagements
For a busy agency, from $2.75 per engagement a month.
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Agency
$207.50 / month
$2,490 billed yearly · save $498
$249 / month
Billed monthly
Unlimited active engagements
For agencies running dozens of clients at once.
- What counts as active. An engagement still in progress. It stops counting once its final invoice is marked paid and nothing else on it is owed, or when you mark it completed, cancelled, on hold or archived.
- Going over your limit. Nothing breaks. New engagements are still created; the newest ones over the limit pause their notes until you upgrade or close one.
- Upgrading. Takes effect at once, and you pay only the prorated difference.
- The trial. 14 days free with a card on file. It converts to your chosen plan on day 14, and you can cancel any time before then.
- The guarantee. Not working for you? Ask within 30 days of your first payment and we'll refund it.
- Tax. Prices are in USD. Any sales tax or VAT is added at checkout.
Common questions
What is Flow, and who is it for?
Flow is invoice reminder and client update software for agencies, studios and other service businesses that bill clients for project work. It sends each client a short note on their project on a schedule, follows up unpaid invoices with firmer wording as they age, and shows every client project, with what's owed, on one screen.
How is Flow different from QuickBooks or Xero reminders?
Their reminders ask for money and nothing else. Flow's note leads with progress on the client's project and includes what's owed, keeps clients informed when nothing is owed, and puts every project, with what's owed, on one screen. You can keep your accounting software's reminders on too.
Does Flow connect to my accounting software?
No. Flow doesn't connect to QuickBooks, Xero or any other accounting software. You add each invoice to Flow yourself: the reference, the amount and the due date.
How much does Flow cost?
From $49 a month for up to 10 active engagements, or $40.83 a month billed yearly. Every plan includes every feature, and there's a 14-day trial with a card required.
Does Flow collect payments for me?
No. Flow never touches your clients' money. Add a link to your own payment page once, and every note shows it under the amount owed. You still mark invoices paid in Flow.
Can a client stop the notes?
Yes. Every note has a one-click link to stop notes about that project, and it takes effect immediately. A client who marks a note as spam stops getting any notes from you.
Which currencies can I invoice in?
Any. Flow keeps each currency's total separate and never adds them together.
If my card payment fails, will my clients notice?
No. Their notes keep going out. You get 10 days of full access while the payment is retried, then the app pauses until you update your card.
I cancelled and came back. Do I get another trial?
No. The 14-day trial is for new customers only.
I've run a software studio since 2015. In my own client work, the tool I came to trust was the one that followed up invoices on a schedule, so I didn't have to. Flow does that, and keeps every client up to date while it's at it. Try it for 14 days. If it doesn't earn its place, cancel, or ask for your money back within 30 days.