Invoice chasing and collections automation

What the system does

One list of what is owed

Every issued invoice, deposit and balance sits in one list with due date, days overdue, amount outstanding and the last contact. The list is built from the accounting system, e.g. Xero, or from invoices in the mailbox where no accounting system is connected.

Reads the mailbox

Replies from customers are read for payment confirmations, remittance advice, disputes and promises such as “paying on Friday”. Each one is attached to the invoice it refers to. A promise sets the next follow-up date.

Tracks deposits and balances

Many service businesses bill a deposit to confirm and a balance before or after delivery. The system tracks both as separate amounts against one job, so a paid deposit does not hide an unpaid balance.

Drafts reminders on a schedule

First, second and third reminders are drafted on dates you set, in your wording, with the invoice number, amount, due date and payment details filled in. Tone escalates from a courtesy note to a firm request. Our guide How to chase overdue invoices gives a schedule and wording.

Flags late payers

Customers who pay late repeatedly, or who have broken a promise to pay, are flagged so sales and finance see it before the next quote or job is confirmed.

Built and running

Events studio

• Reads the mailbox for payments and promises to pay.
• Tracks deposits and balances per event.
• Flags late payers.
• Drafts first, second and third reminders. A person sends each one.

Steel fabrication manufacturer, Southeast Asia

A finance morning agent chases missing data from the team at 08:00 and sends shareholders a cash brief on WhatsApp at 09:00. Receivables feed the same brief.

Where people stay in the loop

• Every reminder. The system drafts; a person reviews and sends. Automatic sending is a choice made per reminder stage in the scope.
• Disputes and complaints. These stop the reminder sequence and go to the account owner.
• Payment plans, discounts and write-offs.
• Key accounts. Large or sensitive customers can be excluded from automated drafts entirely.

Fit and prerequisites

• Fit: more than a few dozen open invoices at a time, or receivables that depend on one person’s memory.
• Fit: deposits and balances per job, which accounting systems often show as unrelated invoices.
• Needed: read access to the mailbox that receives customer replies, and to invoices in the accounting system.
• Needed: your reminder wording, schedule and the people allowed to send.

If invoices are few and customers pay on time, the reminder feature in your accounting system may be enough. Fees are set per scope; see /pricing.

What it is not

Not a debt collection agency

The system manages reminders between you and your customer. It does not threaten, contact third parties, or take legal action. Those steps belong to you and your lawyers.

Not a blast tool

Reminders are individual messages about a specific invoice, sent to the contact on that invoice. Mass messaging is not part of the service.

Not a replacement for the relationship

The system removes the tracking and the typing. The decision to call a customer, extend terms or stop work stays with your team.

Data protection

Mailbox access is the most sensitive part of this build. Access is narrowed to the mailbox or folder that receives customer replies, never the whole organisation’s mail. Builds follow Singapore’s Personal Data Protection Act and the equivalent laws in Indonesia and Malaysia, with retention agreed in the scope.

Frequently asked questions