Collections: overdue invoices and reminders ready to send
Every overdue invoice, with its next step and the reminder already drafted. Chasing payment is still your decision.
The problem
“Have they paid September's yet?” If finding out means opening the bank and searching, the answer comes late. And chasing payment is awkward: it gets left for tomorrow, and tomorrow the invoice is two months overdue.
It happens in any company that issues invoices with a due date and has nobody dedicated only to collecting. Payments get chased when they already hurt, and by then the email goes out in a worse tone than it should.
How it is done today
Every so often someone goes through the list of issued invoices, matches it against the bank transactions and notes the ones still unpaid. For each one they look up whether it was already chased, when and in what words, and write another email.
Because it depends on someone remembering, some invoices are chased three times and others never.
How we solve it
- It reads every issued invoice that is still unpaid. Those not yet due, paid, cancelled or in draft do not count.
- It works out how late each one is and proposes the next step according to how long it has been overdue: a friendly reminder, a second notice or a phone call. You set the thresholds.
- It shows you the list: invoice, client, due date and proposed step.
- For the ones you want to chase, it checks whether a draft or an earlier email already exists and leaves the reminder written in your drafts, in the language of the invoice.
- When the step is a phone call, it prepares the script: which invoice, since when and what has been said so far.
- It remembers what you decided. If you said “wait” or “do not chase”, it does not ask again until the invoice moves up a step.
Result
In our own company, outstanding payments are checked with one question: who has not paid. The list comes with the next step for each invoice, and whoever decides only has to read the draft and send it.
What it takes
Timeline
Short: it works on the invoices you already issue. What takes conversation is the rules, not the technology: when to remind, when to insist and whom not to chase. The exact timeline comes out of the assessment.
Data and access
Read access to issued invoices and their payment status. Permission to leave drafts in the mailbox reminders are sent from. And your rules: the thresholds for each step and the tone of each notice.
Your tools
Your invoicing tool and your email. If you also have the treasury agent, late payments show up in the cash forecast as well.
How it is built
The step for each invoice is decided by a deterministic program from the days overdue and your thresholds. The AI writes the text; it does not decide who gets chased.
Amounts are not needed to decide the step: each invoice is reduced to its number, status, due date and client before it reaches the model.
The text of each reminder passes a check before it lands in drafts: it has to name the invoice and it cannot carry bank account numbers. That way a reminder email can never be used to slip in a change of account.
Each invoice has a stable key: what has been decided is not asked again, and no two drafts are created for the same reminder.
Frequently asked questions
Does the agent write to my clients?
No. It leaves the reminder in your drafts. Reading it, changing it and sending it is done by you, from your own email.
Can I decide when and whom to chase?
Yes. The thresholds for each step are yours, and for each invoice you can say wait or do not chase. The agent remembers.
What tone do the reminders use?
The one you set, from a friendly reminder to a second notice. No threats or surcharges that are not in the invoice or the contract.
What does Julditec do?
We implement the agent, adapt it to your company, train your team and maintain it. The day-to-day work is done by the agent; deciding and sending each reminder stays with you.
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