Receivables & Invoice Chasing

Q: Can the automation handle partial payments or payment plans?

Yes, automation can be configured to recognize partial payments and adjust invoice status accordingly. For payment plans, the system can track installments and send reminders based on the agreed schedule.

Q: How does the automation know when to escalate an invoice to an account manager?

You define escalation rules based on invoice age, client history, or invoice amount. For example, invoices 20 days overdue automatically trigger a notification to the account manager.

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

Automation integrates with most mainstream accounting platforms through secure API connections. Your implementation team will confirm compatibility with your specific system during setup.

Q: What happens to reminder emails if a client has already paid?

Once a payment is detected and reconciled, automation stops sending reminders for that invoice. The system checks payment status before each reminder is sent.

Keep cash flowing by automating every chasing touchpoint from first reminder to final escalation.

600 hrs

Manual time identified

Companies have mapped

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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

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 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

Automation readiness

How well-suited this process is for automation

Process Pain Score™

9.1/ 10

AI Fit Rating™

8.9/ 10

Automation Lift Index™

8.4/ 10

Hidden Overhead™

7.2/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Invoice Becomes Overduetrigger

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

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

508 hrsIdentified

4Mapped

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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

Process pain:9.1/10

Mapped by:10 Companies

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Page updated 10 August 2026