Receivables & Invoice Chasing

Q: Can the automation handle partial payments and overpayments?

Yes; partial payments and overpayments are detected and flagged for your team to review and reconcile manually, ensuring accuracy.

Q: Will the automation work with our existing accounting software and payment processor?

The automation integrates with mainstream accounting software, email, and payment gateways; your team will confirm compatibility during setup.

Q: What happens if a customer doesn't respond to the first reminder?

The automation sends follow-up reminders on a schedule you define, escalating tone and urgency based on days overdue, and flags accounts for collections after a set period.

Q: How much human involvement is still needed after automation launches?

Your team reviews exceptions like disputed invoices, partial payments, and escalations; routine classification, email sending, and reconciliation run automatically.

Keep cash flowing by automating every chase, reminder, and payment match before invoices become bad debt.

208 hrs

Manual time identified

Companies have mapped

Map This Automation

About This Automation

Invoice chasing consumes significant time as finance teams manually review aging reports, draft personalized reminders, and track responses across multiple tools. Manual reconciliation of payments introduces errors and delays collection.

Automation classifies overdue invoices by priority, generates and sends reminders automatically, and reconciles payments in real time. The result is faster collections, fewer errors, and more time for strategic finance work.

Key features:

Analyze overdue invoices and assign priority based on days overdue, payment history, and amount

Generate and send personalized reminder emails automatically on a schedule

Match incoming payments from bank feeds and payment gateways to outstanding invoices

Reconcile payments in accounting software and flag mismatches for review

Escalate seriously overdue accounts and flag them for collections action

Track all contact attempts and promised payment dates in a central log

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 reconciliation Matching payments to invoices across multiple systems introduces errors and requires daily manual cross-referencing.	80%
2	Personalized email composition Drafting unique reminder emails for each customer based on relationship and payment history is time-intensive.	67%
3	Response and promise tracking Monitoring email replies and phone calls, then manually logging contact attempts and promised dates, is fragmented and error-prone.	53%
4	Invoice prioritization logic Manually filtering and ranking invoices by days overdue, amount, and customer history is inconsistent and slow.	40%
5	Escalation decision delays Identifying and flagging seriously overdue accounts for collections requires manual review and judgment.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

8.4/ 10

AI Fit Rating™

8.9/ 10

Automation Lift Index™

8.5/ 10

Hidden Overhead™

7.3/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Daily Aging Report Checktrigger

Automation wakes at 6 AM daily and pulls the aged receivables report, identifying all invoices past their due date.

2. Classify Invoices by Age

The automation analyzes each overdue invoice, classifies it by days overdue (5, 15, 30, 45+), and assigns a priority and reminder template based on the customer's payment history and invoice amount.

3. Generate and Send Reminder Email

The automation generates a personalized reminder email using the assigned template, including invoice details and a payment link, and sends it to the customer contact.

4. Log Reminder

A notification is posted confirming the reminder was sent, including customer name, invoice amount, and days overdue for team visibility.

5. Monitor Payment Gateway

Automation checks and bank feeds hourly for incoming payments, matching them to outstanding invoices by amount and customer.

6. Reconcile Payment in QuickBooks

When a payment is matched, the automation marks the invoice as paid and updates the customer balance automatically.

7. Flag Exceptions for Review

Invoices overdue 45+ days with no response, or payments that do not match an invoice, are flagged in a Google Sheet and a alert is sent to the Finance Manager for manual investigation.