About This Automation Chasing overdue invoices manually consumes hours daily as staff check multiple systems, draft individual emails, and track reminders in spreadsheets. Manual reconciliation of payments to invoices introduces delays and errors that extend collection cycles.
Automation monitors invoices for overdue status, sends templated reminders at the right time, and reconciles incoming payments automatically. The result is faster collections, fewer manual touchpoints, and better visibility into cash flow.
Key features:
Monitor overdue invoices automatically and flag those requiring action Send templated reminder emails at escalating urgency levels based on days overdue Match incoming payments to invoices and update records in real time Log all reminders and payment activity for compliance and audit trails Escalate invoices to account managers when collection risk increases Reduce manual daily checking of bank and payment processor accounts Top friction points when done manually The issues teams report most often with this process
# Friction point Companies Report This 1 Manual email drafting
Bookkeeper composes individual reminder emails for each overdue invoice, repeating the same information across multiple messages.
80% 2 Payment reconciliation delays
Manual matching of payments to invoices across bank and payment processor accounts introduces delays and occasional mismatches.
67% 3 Daily system checking
Staff must log into multiple systems throughout the day to check for overdue invoices and incoming payments.
53% 4 Spreadsheet tracking
Manual logging of reminders and payments in spreadsheets creates duplicate data entry and tracking gaps.
40% 5 Escalation delays
Late identification of high-risk invoices delays escalation to account managers, extending collection timelines.
26%
Disclaimer All data is based on anonymized FullSpec mapping sessions and proprietary industry research. Learn more Automation readiness How well-suited this process is for automation
Process Pain Score™ Manual daily checking, repetitive email drafting, and payment reconciliation. 9.1 / 10
AI Fit Rating™ Invoice monitoring, templated email composition, and payment matching are. 8.9 / 10
Automation Lift Index™ Automation eliminates most manual touchpoints, accelerates collection cycles. 8.4 / 10
Hidden Overhead™ Context switching between systems, manual tracking in spreadsheets, and delayed. 7.2 / 10
How The Automation Works The full workflow, from trigger to completion.
Press enter or space to select a node.You can then use the arrow keys to move the node around. Press delete to remove it and escape to cancel.
Press enter or space to select an edge. You can then press delete to remove it or escape to cancel.
1. Invoice Becomes Overdue trigger
The automation detects when an invoice passes its due date without payment. This triggers the workflow to begin.
2. Fetch Invoice Details
The system retrieves the invoice number, client name, amount, due date, and contact email.
3. Send First Reminder Email
A templated reminder email is automatically sent to the client, including invoice details and a payment link.
4. Log Reminder in Sheet
The reminder event is recorded with the date, client, and invoice number for audit and tracking.
5. Monitor for Payment
The automation checks for incoming payments matching the invoice amount and client. When a payment is detected, it proceeds to reconciliation.
6. Mark Invoice Paid
Once payment is confirmed, the invoice is automatically marked as paid with the payment date and method recorded.
7. Notify Team
A confirmation message is sent to the finance channel, alerting the team that the invoice has been paid and closed.
8. Send Second Reminder if Unpaid
If the invoice remains unpaid 10 days after the first reminder, a second reminder email is automatically sent to the client and account manager.
Most popular tool stack used — the complete tool combinations companies use Disclaimer All data is based on anonymized FullSpec mapping sessions and proprietary industry research. Learn more 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.
Recommended for you Other high-impact processes teams commonly map alongside this one.
Finance Recurring Fee Billing Automated recurring billing keeps monthly client fees going out on time, every time, without a bookkeeper touching them.
832 hrs Identified
26 Mapped
View Finance Accounts Receivable & Chasing Keep cash flowing by chasing overdue invoices and matching payments without manual follow-up.
112 hrs Identified
4 Mapped
View Finance Invoicing & Payment Keep cash moving by automating invoice creation, delivery, chasing, and reconciliation from job completion to cleared payment.
508 hrs Identified
4 Mapped
View Finance Tax Preparation Workflow Keep tax season under control by automating document collection, categorisation, and deadline tracking across your finance stack.
20 hrs Identified
4 Mapped
View Finance Receivables & Invoice Chasing Keep cash flowing by automating every reminder, escalation, and payment-match step so your team focuses on clients, not chasing cheques.
108 hrs Identified
4 Mapped
View Finance Patient Payment Collection Keep patient accounts current by automating balance reminders, payment links, and reconciliation without chasing every statement by hand.
1.2k hrs Identified
24 Mapped
View Frequently asked questions Everything you need to know before mapping this process.
What happens if a payment arrives but doesn't match any open invoice? Automation flags unmatched payments for manual review by the bookkeeper, who can then investigate the discrepancy and reconcile it correctly. This ensures no payments are lost or misallocated.
Can the automation handle partial payments or payment plans? How does the automation know when to escalate an invoice to an account manager? Will the automation work with our existing accounting software? What happens to reminder emails if a client has already paid? View more FAQs 
Xero
Gmail
Google Sheets
Stripe
Slack