About This Automation
Invoicing and receivables follow-up involves tracking overdue invoices, drafting reminder messages, calling customers, and reconciling payments by hand. This manual cycle repeats often and pulls time away from higher-value finance work while payment delays grow.
The automated version scans for overdue invoices, drafts and sends personalized reminders, matches incoming payments, and flags accounts that remain unpaid. This shortens the time between an invoice going overdue and a customer being contacted.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
The full workflow, from trigger to completion.
Every morning the system checks for invoices that have crossed their due date.
The automation writes a reminder email using the invoice details and the customer's payment history.
Approved reminders are sent automatically from the billing inbox.
High-value or repeatedly late accounts are routed to the clerk for a personal call before any email goes out.
Every reminder, whether auto-sent or manually handled, is logged in the shared tracker with timestamp.
Incoming payments are matched to the correct invoice and marked paid automatically.
Invoices still unpaid after the set threshold are posted to the finance team's channel.
Most popular tool stack used
— the complete tool combinations companies use
Xero
Gmail
Google Sheets
Microsoft Outlook
Slack
QuickBooks OnlineWhat 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.
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Frequently asked questions
Everything you need to know before mapping this process.
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