Paidnice now lets you automatically escalate the “tone” and sender of your automated emails as invoices become more overdue, without any manual work.
With Sender Profiles, your early reminders can come from the friendly accounts@ email, while overdue reminders and late fees automatically switch to come from a senior team member or even the CEO. This creates the impression that the issue has been escalated internally, which dramatically improves payment rates.
Why Use Sender Profiles?
First reminders stay polite and come from Accounts.
10-day overdue reminders automatically switch to a real person (e.g. your Credit Controller).
Severe overdue or late-fee emails can come directly from the CEO or Director.
No manual forwarding or re-sending required, everything happens automatically.
Works with Email Reminders, Customer Statements, Late Fees, and Early Payment Discounts.
How to Set Up Sender Profiles
Step 1: Create Your Sender Profiles
Go to Settings → Email Settings in your Paidnice dashboard.
Scroll down to the Email Sender Profiles section.
Click + New Sender Profile.
Fill in the details:
Profile Name (internal only, e.g. “Accounts Team”, “Denym Bird – CEO”)
From Name (how it appears to the customer, e.g. “Denym Bird (CEO)” or “Accounts Department”)
From Email (must be a real email address you own or control)
Reply-To Email (optional – where replies will go)
Save the profile. You can create as many profiles as you need (Accounts, Credit Controller, CEO, etc.).
You can also set one profile as your Default – this will be used whenever a specific profile is not selected.
Step 2: Assign Sender Profiles to Your Automation Policies
Once your profiles are created, you can assign them to any Policy:
Pro tip: Most customers set it up like this:
Timing | Sender Profile Used | Typical Effect |
On the due date | Accounts Department (accounts@…) | Friendly nudge |
7–14 days overdue | Credit Controller (real person) | Slightly firmer tone |
21+ days overdue / Late fees | CEO or Director (denym@… or ceo@…) | Strong psychological escalation |
What the Customer Sees
eg. On due date (Accounts Department sender) From: Accounts Department <[email protected]> Reply-To: [email protected]
eg. 10+ days overdue (CEO sender) From: Denym Bird (CEO) <[email protected]> Reply-To: [email protected]
The customer instantly sees that the matter has been escalated to senior management, even though everything was sent automatically by Paidnice.
Frequently Asked Questions
Do I need to verify the new email addresses? No. You only need to verify your top level domain once inside Paidnice (eg yourdomain.com) then you can setup the sending email addresses for each contact inside Paidnice without any further verification needed.
Can I use the same profile for multiple actions? Yes – you can reuse the same profile across reminders, statements, late fees, etc.
Will replies go to the right person? Yes. The Reply-To address you set in the sender profile determines where customer replies land.
Can I still override the sender on a one-off basis? Yes – when you manually send an email or statement from the customer page, you can choose any sender profile on the spot.
Get Started Today
Head to Organisation Settings → Email Settings → Email Sender Profiles and create your first escalated profile.
Most users see a noticeable improvement in days-sales-outstanding (DSO) within the first 30 days of turning this feature on.
If you need any help setting it up, just hit the chat bubble or email [email protected] – we’re happy to jump on a quick screen share!