Receivables & Invoice Chasing

Q: Do we still need someone involved in the process?

Staff stay involved for phone calls and any account the automation is not confident enough to send on its own.

Q: Will this work with the accounting software we already use?

It connects to common accounting platforms and can be configured to match how your firm already tracks invoices.

Q: What happens to our existing receivables tracker and history?

Existing records and reminder history are used as the starting point so nothing is lost when the automation takes over.

Q: How are unusual or disputed invoices handled?

Accounts that fall outside normal patterns, like disputes or partial payments, are flagged for a person to review instead of being sent automatically.

Keep cash flowing by automating every reminder, escalation, and payment-match step so your team focuses on clients, not chasing cheques.

108 hrs

Manual time identified

Companies have mapped

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About This Automation

Chasing overdue invoices means pulling aging reports, drafting reminder emails, logging every response, and calling clients who stay silent. Doing this by hand across dozens of accounts each month drains staff time and delays cash collection.

An automated version pulls overdue balances, drafts and sends tone-appropriate reminders, tracks responses, and escalates unresponsive accounts on its own. Payments are matched and invoices closed out without manual entry, shortening the time it takes to get paid.

Key features:

Pulls overdue invoice data on a set schedule without manual report exports

Drafts reminder emails with tone adjusted to how overdue each invoice is

Sends reminders automatically when confidence in the draft is high

Tracks reminder history and flags accounts needing escalation

Notifies the right person when an invoice passes the grace period unpaid

Matches incoming payments to overdue invoices and updates status automatically

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	Reminders sent too late Manual drafting delays reminders past the point where they are most effective.	80%
2	Inconsistent reminder tone Wording varies by clerk and mood, which can strain client relationships.	67%
3	Missed follow-ups Accounts fall through the cracks when the tracker is not updated in time.	53%
4	Slow escalation to account managers Unresponsive accounts sit too long before anyone above the clerk is notified.	40%
5	Manual payment matching errors Matching payments to invoices by hand occasionally leaves records out of sync.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

8.3/ 10

AI Fit Rating™

8.9/ 10

Automation Lift Index™

8.4/ 10

Hidden Overhead™

6.8/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Daily Overdue Invoice Checktrigger

The automation platform queries each morning for invoices that have passed their due date unpaid.

2. AI Drafts Personalized Reminder

The automation pulls each account's payment history and drafts a reminder email matching the right tone for how overdue it is.

3. Send Reminder

High-confidence drafts send automatically through the connected account.

4. AR Clerk Reviews Flagged Draft

Drafts below the confidence threshold, such as large or sensitive accounts, route to the AR clerk for a quick check before sending.

5. Log Contact

Every reminder sent or reviewed is timestamped automatically in the shared receivables tracker.

6. Escalate To Account Manager

Accounts still unpaid after the grace period trigger a alert to the account manager with the full contact history.

7. Update Invoice Status

Once a payment clears, the invoice status updates automatically and the tracker closes out the record.

Most popular tool stack used

— the complete tool combinations companies use

55% 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

100 hrsIdentified

4Mapped

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Frequently asked questions

Everything you need to know before mapping this process.

What parts of invoice chasing does this automation handle?

It handles pulling overdue balances, drafting and sending reminders, tracking responses, escalating unresponsive accounts, and matching payments to close out invoices.

Do we still need someone involved in the process?

Will this work with the accounting software we already use?

What happens to our existing receivables tracker and history?

How are unusual or disputed invoices handled?

View more FAQs

Process pain:8.3/10

Mapped by:4 Companies

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Page updated 10 August 2026