Use case · Finance and admin
Overdue invoices chased politely and on time
Chasing payments is easy to postpone, so it happens late and unevenly. We run reminders from your list of open invoices on a schedule you set, and leave the judgement calls with your team.
Reminder runs
- First reminderInvoices a week past dueSent
- Second reminderCopy to the account ownerSent
- Statement of open itemsCustomers with several invoicesSent
- Call list for financeInvoices past the final limitSent
How you know you have this problem
Reminders go out when somebody remembers, not when invoices fall due
Customers who pay late are chased the same way as those who never pay
Sales does not know their customer has unpaid invoices
The list of open items is exported and checked by hand
What we build
How it works once it is running
- 01
Read open invoices
The workflow reads open items from your accounting or ERP system daily, including payments that have come in since.
- 02
Apply your schedule
You decide the steps: a friendly note before the due date, a reminder after, a firmer one later. Each uses your wording.
- 03
Hold the exceptions
Customers you mark, disputed invoices and amounts above a limit are not sent automatically. They go to a list for a person.
- 04
Keep everyone informed
The account owner sees what was sent, and finance gets a short list of who needs a phone call.
What you get
- A reminder schedule in your tone, in the customer’s language
- Automatic stop when a payment is recorded
- An exception list for disputed or sensitive accounts
- A log of every reminder on the customer record
What we need from you
Access to open invoices in your accounting or ERP system
Your reminder texts, or approval of the ones we draft
Rules for which customers are handled by a person only
Questions about this use case
What if a customer has already paid and still gets a reminder?
The workflow checks for recorded payments before each send, so the risk is the gap between the payment arriving and being booked. We time the runs after your bank statements are imported and add a line in the text for that case.
Can important customers be excluded?
Yes. Any customer or invoice can be marked for manual handling, and that is the default for anything disputed.
Our accounting software has no interface. Can this still work?
Often, through a scheduled export of open items that the workflow reads. It is less immediate than a direct connection, and we will tell you where the limits are.
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