Invoice chasing and payment reconciliation consume significant bookkeeper time across manual email composition, payment matching, and tracking. Overdue invoices are often identified late, and payments take days to reconcile against the correct invoices.
Automation monitors overdue invoices daily, sends templated reminders automatically, and matches incoming payments to invoices in real time. Cash flow visibility improves, and the bookkeeper reclaims hours each week for higher-value work.
The full workflow, from trigger to completion.
The automation monitors daily for invoices past their due date with unpaid status, and also listens for incoming payment notifications from the bank or payment processor.
The automation retrieves the full invoice record, including customer name, email, amount, due date, and payment terms.
The automation queries to confirm the invoice is still unpaid and checks the reminder history to avoid duplicate reminders within a set period.
The automation decides whether to send a reminder based on days overdue, number of prior reminders, and customer risk profile. High-risk or frequently late payers may skip auto-send and route to manual review.
A templated reminder email is generated with invoice details and sent to the customer contact. The email is logged notes for audit.
When a payment is received, the automation matches it to the correct invoice using customer ID, amount, and date. Partial or ambiguous payments are flagged for manual review.
The matched payment is automatically recorded and the invoice is marked as paid. Bank reconciliation is updated.
A summary notification is sent to the finance team and account manager, including payment confirmation and any flagged exceptions.
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