Sent Is Not Paid.
Sending the invoice by email used to feel like the last step. It isn't — you still need to know it arrived, whether the client opened it and whether they paid. MailerBit keeps every client's emails, payments and notes in one place, so you see at a glance who has paid, who is overdue and whose invoice never reached the inbox.
Why You Want This
For most small businesses the invoice goes out by email and then you lose track of it. Did it land in the inbox or bounce off a full mailbox? Did the client open it? Is the transfer just late, or did they never see the invoice at all? The answers are spread across your sent folder, your bank statement and a spreadsheet you update when you remember to.
MailerBit already sends the emails your clients expect from you — invoices, monthly statements, fee and rent notices. Now it also remembers what happened next. Every payment is tied to the email that delivered it, so you see the whole story in one row: sent, delivered, opened, reminded, paid.
It's built for whoever runs the office, not for a finance department: a client card, a payments list and reminders you switch on when you're ready.
Clients: One Card, the Whole History
Every client gets a card that collects everything you and MailerBit know about them.
A card for every client
Person or company, company name, tax ID (Polish NIP numbers are validated), address and notes. One client can belong to several groups, each with its own fields — for example “Accounting” with the VAT amount and “Payroll” with the headcount.
The full timeline
Every email you sent the client — from recurring sends and one-off emails — and whether it was delivered, opened or bounced, and whether the client unsubscribed. Plus your own notes (“called, will pay on Friday”) and every payment event, in date order.
Import and export with CSV
Bring your client list in from a spreadsheet and take it out again whenever you like. Possible duplicates — the same email address under a different name — are reported to you, never merged silently.
One decision per person
If a client unsubscribes or their address hard-bounces, it applies to that client in every group. Nobody who opted out gets another email just because they were also in a second group.
Three Ways to Track a Payment
A payment in MailerBit is simple: title, document number, amount, currency, issue date, due date and, optionally, a PDF — usually the invoice itself. You attach it to a client in one of three ways.
Send the invoice from MailerBit
Add the payment, attach the PDF and click Send invoice. The client gets an email from your template with the invoice attached, right away — and the payment is linked to that email from the first second.
Assign it to an email you already sent
Sent the invoice earlier in a one-off email or in your monthly run? Assign the payment to that email and MailerBit picks up its delivery history.
Let a recurring send create it
Point the recurring send to the field that holds the amount and to the due date — a date field or “N days after sending”. Every month each client gets their email and a payment is created for it automatically.
See Where Every Payment Stands
Each payment shows the state of the communication around it, not just the amount:
- Invoice email — sent, delivered, opened or bounced. If the invoice never arrived, you get an alert instead of finding out a month later.
- Reminders — which ones went out and when.
- Days overdue — counted automatically. Overdue and partially paid payments are flagged on their own.
- Payment state — mark as paid in one click, or many at once. Record a partial payment with its method (cash, transfer or card), undo a payment entered by mistake, or cancel one that is no longer due.
The Payments List
One page for everything your clients still owe you — and everything they have already paid.
Totals per currency
How much is still to collect, how much is overdue and how much was paid this month — separately for every currency you invoice in.
Ageing
Open amounts split into not yet due, 1–30, 31–60, 61–90 and 90+ days overdue, plus the average number of days your clients take to pay.
A to-do list
Invoices that bounced, invoices not opened after 3 days and overdue payments without a reminder — the short list of things worth a phone call or a second look.
CSV export
Export the payments list to CSV for your accountant, your spreadsheet or your own reports.
Automatic Reminders That Know When to Stop
Reminders are optional and off by default — you decide if and when MailerBit follows up for you. Switch them on and set up to five steps relative to the due date, for example 3 days before, on the day, and 7 and 14 days after. Each step has its own template and goes out at the hour you choose, in your time zone.
- They stop when paid — as soon as a payment is marked as paid, no further reminders go out.
- They respect unsubscribes — clients who unsubscribed never get a reminder.
- One a day at most — a payment never gets more than one reminder per day.
- Never retroactive — switching reminders on doesn't fire steps whose date has already passed.
- Optional thank-you — MailerBit can send a short “thank you, payment received” confirmation once the payment is marked as paid.
Ready-made invoice, reminder and confirmation templates in English, Polish and Spanish get you started, and merge tags such as {{payment_amount_due}}, {{payment_due_date}} and {{payment_days_overdue}} put each client's own numbers into the email — with amounts and dates formatted for your country.
Automatic reminders are part of the Growth and Scale plans, like recurring sends. On every plan you can follow up by hand with Send reminder.
What MailerBit Does Not Do
Better to say it plainly up front:
- It doesn't issue invoices — keep using your invoicing or accounting software (and KSeF, if you're in Poland). You issue the invoice as always; MailerBit delivers it, tracks it and follows up.
- It doesn't take payments — there are no payment links and no payment gateway. Your clients pay you the way they always have.
- It doesn't read your bank account — you mark a payment as paid — one click, or many at once — and MailerBit takes it from there.
Questions About Payment Tracking
Does MailerBit issue invoices or connect to KSeF?
No. You issue invoices in your invoicing or accounting software, as you do today. MailerBit emails the invoice PDF to your client, tracks whether it arrived and was opened, and follows up until you mark the payment as paid.
How does MailerBit know a client has paid?
You tell it. Mark a payment as paid with one click, or select several and mark them all at once. You can also record a partial payment, undo a payment or cancel one. MailerBit does not connect to your bank account and does not process payments.
Will clients get reminders automatically as soon as I add a payment?
No. Automatic reminders are off by default. You switch them on, choose up to five steps relative to the due date and pick a template for each. They stop as soon as the payment is marked as paid, never go to clients who unsubscribed, go out at most once a day per payment and are never sent retroactively.
Which plans include payment tracking?
Clients, the client timeline and payment tracking are included in every plan. Automatic payment reminders come with Growth and Scale, the same as recurring sends. On every plan you can send a reminder by hand.
Can I track payments for my monthly recurring emails?
Yes. In a recurring send, point to the field with the amount and set the due date (a date field or a number of days after sending). Every month each client gets their own email and MailerBit creates a payment for it automatically. Recurring sends are available on Growth and Scale; a one-time send can create payments the same way on every plan.
What happens if the invoice email bounces?
The payment shows that the invoice email bounced and it appears on the to-do list on the payments page, so you know the invoice never arrived and can reach the client another way. Invoices that haven't been opened after 3 days show up there too.
Are the templates available in Polish and Spanish?
Yes. Ready-made invoice, reminder and payment confirmation templates are available in English, Polish and Spanish, and amounts and dates in merge tags are formatted for your country.
See who has paid.
Walk through it in the interactive demo — clients with payments in every state, no account and no card needed.
