Wholesale Invoice Chasing

Q: Can we customize the reminder email templates?

Yes. You define the email content, tone, and frequency for each reminder stage.

Q: What tools does this automation work with?

It integrates with your accounting system, payment processor, and email service. Common combinations include Xero with Stripe and Gmail, or Xero with Google Sheets and Slack.

Q: How does automation handle exceptions or unusual invoices?

Automation flags invoices that don't match standard patterns and routes them to your team for manual review. You set the rules for what counts as an exception.

Q: Will automation affect our existing customer relationships?

Automation sends consistent, professional reminders on a predictable schedule, which often improves customer experience. Your team retains control over escalation and special cases.

Keep cash flowing by automatically chasing overdue wholesale invoices before they become a write-off problem.

188 hrs

Manual time identified

Companies have mapped

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About This Automation

Invoice chasing consumes significant time as finance staff manually check invoice status, compile overdue lists, and send reminder emails with no automated tracking. Manual payment reconciliation and inconsistent escalation lead to delayed collections and duplicated outreach.

Automation monitors invoices daily, sends templated reminders automatically, matches incoming payments to invoices, and flags long-overdue accounts for escalation. Collections accelerate and staff focus shifts from routine follow-up to exception handling.

Key features:

Monitor invoice status daily and identify overdue and upcoming-due amounts automatically

Send templated reminder emails to customers with overdue balances on a schedule

Match incoming payments to invoices and update status in real time

Escalate invoices overdue by 30+ days to management for formal collection

Generate aging reports on demand without manual export or formatting

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 emails for each overdue customer, consuming 35 minutes per cycle with inconsistent tone and content.	80%
2	Ad hoc payment reconciliation Payments are matched to invoices manually and often delayed, creating cash flow visibility gaps.	67%
3	Daily status monitoring Bookkeeper logs into accounting system each weekday to filter and identify overdue invoices, a repetitive 18-minute task.	53%
4	Duplicate outreach risk Lack of centralized tracking leads to customers being contacted multiple times without awareness of prior follow-up.	40%
5	Inconsistent escalation Long-overdue accounts are flagged late or inconsistently, delaying formal collection action.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

8.4/ 10

AI Fit Rating™

8.9/ 10

Automation Lift Index™

8.5/ 10

Hidden Overhead™

7.1/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Invoice Due Date Reachedtrigger

The automation checks daily for invoices that are overdue or due within 3 days. When a match is found, the process begins.

2. Fetch Invoice and Customer Details

The automation retrieves the full invoice record, customer contact information, and payment history.

3. Send Reminder Email

A templated reminder email is sent automatically to the customer with the invoice amount, due date, and payment link. The email is logged for audit.

4. Post Reminder

A notification is posted to a finance channel with the customer name, amount, and days overdue so the team is aware.

5. Monitor Payment Receipt

The automation checks and bank feeds for incoming payments and matches them to the invoice using customer and amount data.

6. Reconcile Payment

When a payment is matched, the automation marks the invoice as paid and updates the customer record.

7. Update Aging Report

The automation refreshes a Google Sheet with the current aging summary, removing paid invoices and highlighting invoices overdue by 30+ days for escalation.

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

528 hrsIdentified

4Mapped

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Frequently asked questions

Everything you need to know before mapping this process.

What happens if a customer pays after a reminder email is sent?

Automation detects the incoming payment, matches it to the invoice, and removes the customer from the reminder queue automatically. No duplicate follow-up is sent.

Can we customize the reminder email templates?

What tools does this automation work with?

How does automation handle exceptions or unusual invoices?

Will automation affect our existing customer relationships?

View more FAQs

Process pain:8.4/10

Mapped by:4 Companies

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Page updated 10 August 2026