PaidPolite

Introduction to PaidPolite

PaidPolite is a privacy-first, web-based tool that generates professional invoice follow-up emails using AI. It assists freelancers, consultants, and small business owners in recovering overdue payments without compromising client relationships. The tool supports three escalation stages—polite, firm, and final—each crafted to maintain professionalism while progressively reinforcing payment expectations. Designed for users who prioritize data confidentiality and operational simplicity, PaidPolite requires no account creation, stores no user data, and operates entirely in-browser.

Unlike traditional invoicing or accounting platforms, PaidPolite focuses exclusively on the communication layer of accounts receivable. It does not integrate with accounting software, send emails automatically, or store invoice history. Instead, it provides on-demand, context-aware email drafts that users copy and send manually via their preferred email client.

Key Takeaways

• Generates three distinct, situation-aware follow-up emails: polite reminder, firm second notice, and final payment notice
• Enforces professional tone through built-in AI guardrails—no threats, legal language, or aggressive phrasing
• Zero data persistence: no login, no database, no session storage; all processing occurs client-side
• Supports optional contextual input (e.g., missed deadlines, pending approvals) to tailor email content
• Offers three subject line options per email stage, each accompanied by a strategic rationale
• Free tier includes the polite reminder; firm and final emails require a one-time payment (₹199)
• Outputs are ready for immediate use: one-click copy, download as plain text (.txt), and browser-based editing
• Currency-aware formatting for INR, USD, EUR, and GBP in email body text

How PaidPolite Works

Users begin by entering basic invoice details: client name (optional), invoice amount, due date, and optionally, up to 800 characters of neutral situation context (e.g., "client mentioned approval was pending"). The system auto-calculates days overdue but allows manual override. Users also select a currency for display purposes only.

Next, the AI—powered by Google Gemini—generates three email drafts corresponding to escalation stages. Each draft includes a concise, professionally validated message body and three subject line options, each annotated with a brief strategic explanation (e.g., "Highlights urgency without pressure"). For paid tiers, users can adjust firmness level sliders to fine-tune tone intensity within professional boundaries.

Finally, users review the outputs, select a subject line and email body, copy the text, and paste it into their email client. No transmission of data to external servers occurs during generation; all AI inference runs locally or via secure, ephemeral API calls with no persistent storage.

Core Benefits and Applications

PaidPolite is especially valuable for independent professionals who manage client communications manually and wish to reduce time spent drafting follow-ups while preserving trust. Common applications include sending first reminders after a due date passes, escalating when initial emails receive no reply, and issuing final notices before engaging collections or pausing services. Its privacy model makes it suitable for regulated industries or users handling sensitive engagements where data residency and minimization are priorities. The tool also serves as a reference for improving written communication habits—its strategy rationales help users understand why certain phrasings improve response rates. Additionally, its free library of copy-paste email templates (covering scenarios like lost invoices, partial payments, and no-response cases) provides standalone value beyond AI generation.