How to Use PostSheet to Send Custom Reminders to Partners, Vendors, or Contractors

When you’re juggling multiple partners, vendors, or contractors — follow-up becomes a full-time job.

Reminders for:

✅ Upcoming deadlines
✅ Invoice submissions
✅ Required documents
✅ Check-ins or progress reports
✅ Scheduling or coordination

It adds up fast. And it’s easy to forget who you’ve messaged, when, and about what.

With Google Sheets + PostSheet, you can send custom, personalized reminders in bulk — without sounding robotic or needing a full-blown project management tool.

Let’s break down how it works.

📦 Why This Matters for Ops, Finance, and Vendor Management

When reminders go unsent (or unnoticed), you end up with:

  • Late deliverables
  • Missing invoices or tax forms
  • Slipped deadlines
  • Frustrated teams
  • Slower execution

Clear, timely communication keeps everyone aligned — and PostSheet helps you do it automatically, at scale.

📋 Step 1: Track Vendors or Partners in Google Sheets

Start by organizing your outreach list with whatever context is needed.

Example sheet:

NameEmailCompanyReminder TypeDue DateNotes / DetailsStatus
Jamie Wongjamie@email.comAcme Co.Submit Invoice2025-04-25Invoice #312 for March servicesNot Sent
Alex Riveraalex@email.comBolt LogisticsConfirm Delivery ETA2025-04-24Container #82 – port updateNot Sent

Optional columns: project, contract owner, last follow-up date, reminder tier, etc.

✉️ Step 2: Create a Reminder Email Template in PostSheet

Use merge fields to personalize each reminder — even if they’re going to different partners for different things.

Example:

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Subject: Friendly reminder – {{Reminder Type}} by {{Due Date}}

Hi {{Name}},

Just a quick reminder to {{Reminder Type}} for {{Company}}.  

Here are the details:  

→ {{Notes / Details}}

If you’ve already taken care of this, feel free to ignore. Otherwise, please try to complete it by {{Due Date}}.

Let me know if you have any questions!

Thanks,  

[Your Name]

You can even change tone or content based on how urgent the reminder is.

🚀 Step 3: Send in Batches or Based on Due Dates

With PostSheet:

  1. Filter your sheet to show only upcoming reminders (e.g. due in the next 3 days)
  2. Create a campaign
  3. Map all fields (Name, Email, Reminder Type, Due Date, etc.)
  4. Preview a few messages to make sure they’re solid
  5. Send or schedule — done!

You can log each send in your sheet by updating the “Status” column.

🔁 Bonus: Set Up Tiered or Repeating Reminders

Use a “Follow-Up Round” or “Reminder Level” column to create:

  • Initial nudge
  • Secondary heads-up
  • Final notice with escalation

Example message:

“Just a final reminder: we still need {{Reminder Type}} by {{Due Date}}. Please let us know if there’s anything blocking it.”

No more digging through threads to see who got what, when.

🧠 Great Use Cases for Custom Reminder Campaigns

  • 💸 Invoice requests (freelancers, agencies, contractors)
  • 📁 Document collection (W-9s, NDAs, contracts)
  • 📦 Shipping/delivery status updates
  • 🎯 Vendor onboarding steps
  • 📆 Scheduling confirmations
  • 🔧 Maintenance or service reminders

If it lives in a spreadsheet, you can automate it with PostSheet.

✅ Why This Beats Manual Follow-Up or Mass Mail

TaskPostSheet Benefit
Manually emailing 1 by 1✅ Save hours by sending in bulk
BCCing everyone the same message✅ Feels personal to each contact
Using project management tools✅ No logins or setup for your vendors
Forgetting to follow up✅ Schedule and track inside your sheet

PostSheet gives you a personalized ops command center — without switching tools.

🧾 Final Thoughts: Keep Everyone on Track (Without More Tools)

Managing external partners shouldn’t require a CRM, a project board, and a calendar reminder.

With PostSheet, you can manage your partner communication from the tool you already use: a spreadsheet — and make every message count.

Try it free →
Start sending reminders with PostSheet

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