Receivables & Invoice Chasing

Q: Can the system handle partial payments or payments that don't match an invoice exactly?

The automation matches payments to invoices based on amount and client. Partial or mismatched payments are flagged for manual review so your bookkeeper can reconcile them without delay.

Q: Will clients receive multiple reminder emails for the same invoice?

No. The system tracks which invoices have been reminded and sends follow-up emails only at intervals you define, such as every 7 days for invoices overdue by 14 days or more.

Q: What tools do we need to have in place before we start?

You need an accounting system like Xero or QuickBooks Online, email access, and a way to track reminders (spreadsheet or similar). The automation connects to these tools you already use.

Q: How does the system know when to escalate an invoice to management?

You set the rules, such as escalate when an invoice is overdue by 30 days with no response. The system monitors automatically and flags those invoices for your accounting manager to review.

Stop writing the same polite reminder for the fifth time and let overdue invoices chase themselves.

1.2k hrs

Manual time identified

Companies have mapped

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About This Automation

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.

Key features:

Monitor aging invoices daily and flag overdue balances automatically

Generate and send personalized reminder emails on a schedule based on days overdue

Match incoming payments to invoices and update accounting records in real time

Track all reminders and payment confirmations in a centralized log

Escalate high-risk invoices to management when overdue beyond a threshold

Reduce manual data entry and eliminate duplicate payment logging

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Manual payment matching Bookkeeper must manually locate and match each incoming payment to the correct invoice in the accounting system.	80%
2	Duplicate tracking across systems Invoice status must be updated in both the accounting system and a separate tracking spreadsheet, creating inconsistency.	67%
3	Inconsistent reminder timing Reminders are sent manually based on bookkeeper availability, not on a consistent schedule tied to invoice age.	53%
4	Daily payment monitoring Bookkeeper must check email and the accounting system daily for payment confirmations, interrupting other work.	40%
5	Manual escalation decisions High-risk invoices require manual review and judgment to decide when to escalate to management.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

9.3/ 10

AI Fit Rating™

9.1/ 10

Automation Lift Index™

8.8/ 10

Hidden Overhead™

7.3/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Invoice Aging Threshold Reachedtrigger

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.

2. Fetch Invoice & Client Details

The automation retrieves the invoice number, amount, due date, client name, and primary contact email from the accounting system.

3. Generate Personalized Reminder

The automation composes a professional, personalized reminder email based on the invoice age, client history, and a library of tone-appropriate templates.

4. Send Reminder via Email

The reminder email is sent automatically to the client contact. A copy is logged in the automation platform for audit and tracking.

5. Log Reminder Event

The reminder send date, recipient, and next follow-up date are recorded and linked back to the invoice record in the accounting system.

6. Monitor for Payment

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.

7. Reconcile Payment to Invoice

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.

8. Notify Bookkeeper of Completion

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.

Most popular tool stack used

— the complete tool combinations companies use

52% of companies

28% of companies

15% of companies

Disclaimer

What you get when you map this process

Everything you need to understand, plan, and build your automation.

ROI and business case

What this process costs today and what changes once it's automated.

Launch schedule

What gets built, in what order, and what success looks like once it's live.

Process runbook

How the automation runs day to day, including exceptions and human decision points.

Developer handover pack

Full build spec, logic, and configuration — ready to hand off without a briefing call.

Integration and connections guide

Every tool connection, credential, and data mapping the build needs.

Test and QA plan

551 hrsIdentified

19Mapped

View

Frequently asked questions

Everything you need to know before mapping this process.

What happens to invoices that are already in the system when we turn on automation?

The automation scans your existing aging report on day one and begins monitoring all unpaid invoices immediately. Invoices already overdue will be included in the first batch of reminders sent according to the schedule you set.

Can the system handle partial payments or payments that don't match an invoice exactly?

Will clients receive multiple reminder emails for the same invoice?

What tools do we need to have in place before we start?

How does the system know when to escalate an invoice to management?

View more FAQs

Process pain:9.3/10

Mapped by:19 Companies

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Page updated 10 August 2026