Receivables & Fee Chasing

Q: Can we customize the reminder email template for different client types?

Yes. Multiple email templates can be created and assigned by client relationship or invoice age, so tone and detail match your studio's communication style.

Q: What happens when a client replies to a reminder email?

Replies are logged automatically in your tracking system and the team is notified via messaging so follow-up can happen immediately.

Q: Does the automation work with our current accounting software?

It integrates with all major accounting platforms used by architecture studios, including Xero, QuickBooks Online, and FreshBooks.

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

After two automated reminders are sent without payment, the invoice is flagged and surfaced to your team so a principal or manager can contact the client directly.

Chasing overdue fees professionally without damaging the client relationship.

48 hrs

Manual time identified

Companies have mapped

Map This Automation

About This Automation

Chasing unpaid invoices manually consumes hours each week as staff export reports, cross-check payments, and send individual reminder emails. Responses scatter across email and messaging tools, making follow-up status hard to track and payment reconciliation slow.

Automation monitors invoices daily, sends templated reminders automatically, and logs all activity in one place. Payment matching happens within hours of receipt, and escalation flags surface immediately when invoices need management attention.

Key features:

Monitor unpaid invoices daily and detect when they reach their due date

Send templated reminder emails automatically with client and invoice details

Cross-check bank deposits to confirm payment receipt before sending reminders

Log all reminder sends and client responses in a central tracking system

Flag invoices for escalation after two reminders without payment

Reconcile payments within hours of bank deposit

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 email drafting per invoice Each reminder email is drafted individually with varying tone and detail, consuming 25 minutes weekly.	80%
2	Scattered response tracking Client replies arrive via email and messaging, requiring manual review and logging across multiple platforms.	67%
3	Cross-checking payment status Exported invoices must be manually compared against bank deposits and email confirmations to avoid duplicate reminders.	53%
4	Delayed payment reconciliation Payments are matched to invoices days after clearing, leaving tracking spreadsheet out of sync with bank reality.	40%
5	Manual escalation decisions Identifying repeat offenders requires reviewing the tracking spreadsheet and deciding when to escalate.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

8.3/ 10

AI Fit Rating™

8.9/ 10

Automation Lift Index™

8.2/ 10

Hidden Overhead™

7.1/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Invoice Reaches Due Date Unpaidtrigger

The automation platform monitors daily for invoices that have reached or passed their due date with a status of unpaid.

2. Fetch Invoice and Client Details

The automation retrieves the full invoice record, including client name, email, invoice number, amount, and payment terms.

3. Check Recent Payments

The automation queries the bank feed or payment log to confirm the invoice is not already paid but not yet reconciled.

4. Is Payment Confirmed?

If a matching payment is found, the invoice is marked paid and the process ends. If no payment is found, the reminder sequence begins.

5. Send First Reminder Email

The automation sends a templated first reminder email to the client contact with invoice details and a payment link or instructions.

6. Log Reminder in Tracking Sheet

The automation records the reminder send with timestamp, client, invoice number, and amount for audit and follow-up scheduling.

7. Notify Team

The automation posts a summary so the team is aware of the overdue invoice and can monitor for client responses.

Most popular tool stack used

— the complete tool combinations companies use

52% of companies

28% of companies

19% 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

Every scenario checked and signed off before the automation goes live.

Frequently asked questions

Everything you need to know before mapping this process.

Will the automation send reminders to clients who have already paid?

No. The system checks the bank feed daily to confirm whether payment has actually been received, so it only sends reminders for invoices that remain unpaid.

Can we customize the reminder email template for different client types?

What happens when a client replies to a reminder email?

Does the automation work with our current accounting software?

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

View more FAQs

Process pain:8.3/10

Mapped by:8 Companies

Map this to your business to get your exact numbers.

Map This Automation

No credit card required. It's free.

Page updated 10 August 2026