Reminders and collections
Reminders ready,
you choose who gets them.
Example · in progress
This is one of the processes we're starting from. Here you can see how we're building it: it isn't a delivered project.
What's overdue is in your systems. The emails, though, are still written by someone, customer by customer, entering number, date and amount. We're building an agent that prepares the repetitive part and leaves you the part that matters: deciding who to chase and who not to.
Rather talk it through now? Let's talk about your process
01 · How it works today
Monday is reminders day.
Someone exports what's overdue and pastes it into a spreadsheet. Removes whoever has paid, whoever is waiting for a credit note, whoever has disputed the delivery, the long-standing customer who "isn't chased, the owner handles it". Then writes the emails, attaches the invoices, raises the tone for anyone on a third reminder. Every week, the process repeats.
02 · What the agent would do
Six steps. You step in only at the last one.
Example · in progress
- 01 · SystemsExtracts overdue invoicesGrouped by customer.
- 02 · SystemsSets aside sensitive casesPaid, reversed or disputed stay out of the process.
- 03 · DocumentsRetrieves the invoicesAnd the copies to attach.
- 04 · DraftPrepares the messagesOne per customer, with number, date and amount. Different tone for the first and third reminder.
- 05 · A manager approvesAccounts decidesReviews the list, removes who shouldn't be chased, approves the rest.
- 06 · Mail and systemsOnly approved messages go outOutcome and next due date go back into the systems.
Example · in progress
What starts it
Monday morning
From the overdue invoices in your systems.
01 · Systems
Extracts overdue invoices
Grouped by customer.
02 · Systems
Sets aside sensitive cases
Paid, reversed or disputed stay out of the process.
03 · Documents
Retrieves the invoices
And the copies to attach.
04 · Draft
Prepares the messages
One per customer, with number, date and amount. Different tone for the first and third reminder.
05 · A manager approves
Accounts decides
Reviews the list, removes who shouldn't be chased, approves the rest.
06 · Mail and systems
Only approved messages go out
Outcome and next due date go back into the systems.
What remains
The list of reminders approved and not, for example the long-standing customer, the one with an open dispute, the one who asked for an extension. No message goes out without approval.
The method
Criteria we agree on together before we start.
- Share of overdue amounts chased each week
- Reminders prepared without intervention
- Minutes spent by the accounts team
- Wrong reminders stopped before sending
What we need from you
Read access to open items. Database, export, API or a simple file: we decide together how the data gets out.
The mailbox reminders are sent from and where invoice copies are kept.
Your reminders today. Two or three real emails, to capture the tone from the first to the third reminder.
Your rules. Who is never chased, who gets a call instead of an email, after how many days to start.
Someone from accounts who approves the list during the test.
Questions about this process
What if the agent chases a customer who has already paid?
That's what the second step is for: paid, reversed or disputed invoices stay out. If something slips through, you see it in the list to approve, before sending. During the check phase the agent works in parallel: if it makes a mistake, it's the company's manager who notices, not the customer.
Do I decide the tone of the reminders?
Yes. The agent starts from your current reminders, with one tone for the first and one for the third. Every message can be edited before you approve it.
What about e-invoicing?
We know its rules and the SDI. The agent doesn't touch invoices: it reads from your systems what's overdue and retrieves the copies to attach. Invoices stay where they are.
Does it already exist? Can I install it?
No, and it isn't a program you install. It's one of the processes we're starting from: we build it connected to your systems and test it on your data, with goals written first. Goals missed? We stop, analyse and redesign together.
First, list your reminders.
In the flow test, reminders are already selected. Enter how often and how many minutes: you immediately see the hours they cost you today, formula in plain view.
Rather talk it through now? Let's talk about your process