Accounts Receivable & Chasing

Q: Can the automation handle different reminder templates for different customer types?

Yes, the automation selects the appropriate reminder message based on how many days overdue the invoice is and how many times the customer has already been contacted.

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

The automation integrates with mainstream accounting platforms like QuickBooks Online, Xero, and FreshBooks; compatibility is confirmed during setup.

Q: What happens to invoices that are paid in full before a reminder is sent?

Automation monitors payment status continuously and removes invoices from the reminder queue as soon as they are marked paid, preventing unnecessary outreach.

Q: How does the automation decide when to escalate an invoice to management?

Invoices exceeding a set dollar threshold and remaining unpaid after 30 days trigger an automatic alert to the finance manager for follow-up.

Keep cash flowing by chasing overdue invoices and matching payments without manual follow-up.

112 hrs

Manual time identified

Companies have mapped

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About This Automation

Accounts receivable teams spend hours each day reviewing aging reports, composing reminder emails, and manually matching payments to invoices. This scattered, repetitive work delays collections and risks missed follow-ups.

Automation monitors overdue invoices continuously, sends timely reminders based on payment history, and matches incoming payments automatically. The result is faster collections and fewer missed invoices.

Key features:

Monitor aging reports automatically and flag overdue invoices in real time

Send templated reminder emails based on days overdue and prior contact history

Match incoming payments to invoices and record them without manual entry

Escalate high-value overdue invoices to management for immediate action

Maintain a complete audit trail of all outreach and payment activity

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 matching Bookkeeper must manually compare incoming payments to invoices by amount and reference, introducing errors and delays.	78%
2	Scattered contact records Contact history is stored across email and notes with no centralized log, causing duplicate reminders and missed follow-ups.	56%
3	Repetitive email composition Each reminder email is drafted individually, consuming time and creating inconsistent messaging.	35%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

9.4/ 10

AI Fit Rating™

8.6/ 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 Due Date Passestrigger

The automation runs daily at 6 AM and checks for invoices that have reached their due date without payment.

2. Fetch Overdue Invoices

The automation retrieves all unpaid invoices where the due date is today or earlier, grouped by customer.

3. AR Evaluates Reminder Rules

The automation checks the contact history and the tracking spreadsheet to determine if this customer has already been reminded in the past 7 days, and which reminder stage (first, second, or escalation) applies.

4. Send Reminder

The automation sends a templated reminder email to the customer, with the invoice number, amount, and due date pre-filled. The email is logged automatically.

5. Log Reminder

The automation records the reminder date, customer name, invoice number, and amount tracker to prevent duplicate reminders.

6. Match Payment to Invoice

When a payment is received, the automation matches it to the correct invoice by comparing customer, amount, and invoice number, then records the payment.

7. Notify Manager of Escalations

If an invoice exceeds 30 days overdue or the amount is above $5,000, the automation sends a alert to the finance manager with customer name, invoice number, and days overdue.