Invoice chasing consumes significant time when done manually, with bookkeepers reviewing aging reports, drafting personalized reminders, and tracking payments across multiple systems. Manual reconciliation creates delays, inconsistencies, and missed follow-ups that extend payment cycles.
Automation monitors aging invoices continuously, sends timely reminders based on invoice age, and reconciles incoming payments automatically. The result is faster cash collection, fewer manual touchpoints, and consistent follow-up without human intervention.
The full workflow, from trigger to completion.
The automation platform monitors the accounting system daily. When an invoice reaches 1, 7, 14, or 30 days overdue and is marked unpaid, the workflow is triggered automatically.
The automation retrieves the invoice number, amount, due date, client name, and primary contact email from the accounting system.
The automation composes a professional, personalized reminder email based on the invoice age, client history, and a library of tone-appropriate templates.
The reminder email is sent automatically to the client contact. A copy is logged in the automation platform for audit and tracking.
The reminder send date, recipient, and next follow-up date are recorded and linked back to the invoice record in the accounting system.
The automation checks the accounting system and connected bank feeds for incoming payments matching the invoice amount and client. When a payment is detected, it is flagged for reconciliation.
The payment is automatically matched to the invoice, the invoice status is updated to paid in the accounting system, and the payment date is recorded.
A notification is sent to the bookkeeper confirming the payment has been reconciled and the invoice is closed. High-risk invoices (30+ days overdue with no payment) are flagged for manual escalation.
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