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Chasing unpaid invoices is work nobody enjoys. So it is the first thing that gets left.
You know the result. The first reminder goes out after six weeks, the customer has forgotten, and the conversation is about the reminder instead of the invoice.
The Collections Assistant tracks payment terms, sends a polite reminder on time and puts the cases that need attention on your desk, not at the bottom of the pile.
What it does, step by step
- Pull open itemsDaily from your accounting system, including payment arrangements and credit notes.
- Weigh the terms and contextHow long has it been open, is there an arrangement, is there a dispute, how does this customer usually pay.
- Draft the reminderIn a tone that suits the relationship, with the invoice and the open lines attached.
- Handle repliesA promise to pay, an objection or a question is recognised and passed to the right person or action.
- Propose escalationAnything that needs a phone call, a payment plan or a debt collector goes to finance with the reasoning.
Works with these systems
- Databases
- APIs
Is your system not listed? We can connect any system, even if there is no standard integration. View all integrations.
What runs automatically and what does not
You stay in control.
Not every decision should be made automatically. For each workflow, we set out:
- What can happen automatically.
- What is put forward for approval first.
- When a person is brought in.
- What information is stored.
- How actions are logged.
Is this a fit for your organisation?
A good fit if
- Organisations with lots of invoices and few people on credit control.
- Businesses where the first reminder always goes out too late.
- Situations where payment terms differ per customer.
Less of a fit if
- A handful of large customers where contact is personal anyway.
- Organisations where disputes are the rule rather than the exception: fix the cause first.
What it can deliver
- Reminders that go out on the agreed day, not when someone has time.
- Less time spent on invoices that get paid anyway.
- Earlier sight of the items where something is genuinely wrong.
Directions, not promises. As soon as there is evidence from a client project, it will appear here as a substantiated result.
Frequently asked questions
Does an AI employee send payment reminders to customers on its own?
It can, but you decide where the line is. Many organisations let the first and second reminders go out automatically and keep everything after that with a person. For large amounts or sensitive relationships we add an approval step by default.
How does the AI know whether a customer has already paid?
It looks at the open items in your accounting system, not at last week's export. Payments that have come in take the customer out of the sequence automatically, so you never send a reminder for an invoice that is already settled.
Can it handle payment arrangements and payment plans?
Yes, as long as they are recorded somewhere. An arrangement that only lives in someone's inbox is invisible to it. Making those explicit is usually the first thing we do together, and that alone brings some calm.
Does this work with Exact, AFAS or Twinfield?
Yes, through your package's API. We only fetch the data needed for follow-up, and we write nothing back to your general ledger unless you have explicitly agreed to it.
What if a customer reacts angrily to a reminder?
Then it escalates. The tone and content of a reply are part of the assessment: an objection or an irritated response goes to a person, not to the next reminder in the sequence.
How to put this to work
- 1A short callTogether we look at your process and your systems, and whether this task is the best place to start.
- 2Set up on your rulesIntegrations with your own systems, and agreeing what may run automatically and what a person approves.
- 3Measure and adjustFirst alongside your team, only then on its own. We look at what it delivers and adjust.