Due soon
An invoice is due this week
A friendly note before the due date, if you want one, with the payment link ready.
Workflow · Chasing payment
Invoices chased politely, and matched when paid.
Overdue invoices are found, reminders go out within rules you set, clients pay through a secure link and payments are matched in your accounts.
When this happens
Any invoice in your accounts that is due, overdue or partly paid can start this workflow, unless you have excluded it.
Just overdue
The due date has passed
A first polite reminder goes out at the interval you set, in your wording.
Still overdue
Reminders have not worked
Follow-ups continue on your schedule. When the last one is sent, the invoice goes to a person.
Promise
A client says they will pay Friday
The date is noted, reminders pause, and it checks again after that date.
Part paid
Only some of it arrives
The payment is matched and the balance is flagged, rather than the whole invoice being chased again.
Query
A client questions the bill
Reminders stop for that invoice and the query goes straight to a person.
What happens, step by step
The homepage shows four steps. This is the full version, including every point where money decisions wait for you.
- 01Automatic
Overdue found
It reads invoices and due dates from your accounting or practice software and builds a list of what is due or overdue. Invoices you have put on hold are left alone.
- 02Automatic
Your rules checked
Who to chase, when, how often and by which route. Clients you have marked for personal handling are left to your team.
- 03Automatic
Polite reminder sent
A reminder goes out in your approved wording, within your rules. It states the invoice number, amount and due date exactly as they appear in your accounts.
- 04Automatic
Payment link included
The reminder carries a secure link from the payment provider your firm uses. Clients enter card details with that provider. It never sees or takes them itself.
- 05Automatic
Simple replies handled
A promise to pay is noted and reminders pause until that date. A request for a copy invoice is answered. Anything else goes to a person.
- 06Waits for you
Disputes and requests go to you
Queries about the amount, complaints, hardship, and requests for a discount or payment plan stop the reminders and go to a named person.
- 07Automatic
Matched in accounts
When a payment arrives, it is matched to the invoice and marked paid in your accounts. Part payments and anything that does not match cleanly are flagged for a person.
- 08Waits for you
Final steps are yours
Stopping work, a formal letter, passing a debt on or writing it off are your decisions. It prepares the history and leaves the choice to you.
What runs on its own, and what waits for you
Finding overdue invoices, sending reminders within your rules, including a payment link and matching payments run on their own. Anything that changes what a client owes, or how they pay it, waits for a person.
Before launch we agree the rules with you in writing: when the first reminder goes, how many follow, the gap between them, which clients are excluded and who handles queries. Amounts always come straight from your accounts. It cannot change an amount or apply a discount without approval.
Reminders can go out of hours if you choose, though many firms prefer working hours only. The tone is yours, from gentle to firm, and each message says it was sent by an AI assistant on behalf of your accounts team.
- When the first reminder goes, and how many follow
- Clients excluded or handled personally
- Which payment provider the link uses
- Who receives queries and disputes
- Sending hours and channels
- Wording, from gentle to firm
An example reminder
A fictional email thread about one overdue invoice.
Invoice 1042 for £640 is seven days overdue. Client not excluded. First reminder sent within your rules.
AI receptionistHi Tom, this is a reminder from the accounts team at Harlow & Reed, sent by our AI assistant. Invoice 1042 for £640 was due last week. You can pay securely with the link below. If you have already paid, thank you, and please ignore this.
ClientSorry, missed this. Can I pay half now and half at the end of the month?
AI receptionistThank you for letting us know. I cannot agree payment arrangements myself, so I have passed your request to Anna in our accounts team, who will reply to you directly.
Request passed to Anna with the invoice and history attached. Reminders paused for invoice 1042.Anna agrees the plan in her own reply. On her instruction, a link for £320 is sent now and a second is scheduled for the 31st.ClientThanks, paid the first half.
£320 received through the link. Matched to invoice 1042 and marked part paid in your accounts. Balance tracked against Anna's plan.How it looks in your sector
Law
Law firms
It chases your own fee invoices only. Requests for completion money and anything involving bank details stay with your team, so messages from it never look like the payment requests clients are warned about.
Read more →Accounting
Accountants
Monthly fees and one-off invoices are chased on your schedule. If a client pays by direct debit and a collection fails, it can tell them and send a link, within your rules.
Read more →Healthcare
Healthcare
Self-pay invoices for private treatment are chased gently, in wording you approve. Where an insurer is paying, it does not chase the patient unless you tell it to.
Read more →The rules it works by
Limits on chasing payment
- It never takes card details.Clients pay through your payment provider's secure page.
- It never pays or refunds.It can send a payment link. It cannot move money.
- It never changes an amount.Discounts, plans and write-offs need a person's approval.
- It never argues a dispute.Any query stops the reminders and goes to a person.
Questions about chasing payment
Will reminders upset our clients?
They use your wording, at the frequency you set, and you can exclude any client you would rather handle yourself. Most firms start gentle and adjust once they have seen real replies.
How do the payment links work?
The link comes from the payment provider your firm already uses, or one we set up in your firm's name. Card details are entered on the provider's page, never given to the AI.
Can it agree a payment plan or a discount?
No. Requests like these pause the reminders and go to a named person. Once that person decides, it can send links on the dates they set.
Does it work with our accounting software?
We build on the accounting or practice software you already use, via its API where it offers a way in. We confirm what is possible during the audit, before you commit to a build.
What happens when someone disputes an invoice?
Reminders stop for that invoice straight away and the query goes to the person you name, with the full history. It does not respond to the substance of a dispute.
Other workflows
Thirty minutes. No obligation.
Human tired.Computer do it.
We will tell you honestly where AI will and will not save your firm time.