Invoice automation and payment chasing, in your words

• Raised from the workBuilt from the timesheet, the project tool or the CRM deal, the day the work finishes. No invoice waits for someone to remember it.
• Sent from your domainPDF, PO number, bank details and the right contact, in your template, on your letterhead.
• Matched as payments landEvery payment in the bank feed matched to its invoice, so the ledger is right every morning, not every Friday.
• Chased on a scheduleFive rungs, from a friendly heads-up before the due date to a firm final notice, all in your words.
• Escalated to a personAt fourteen days it goes to a named person on both sides, and to you, with the full file attached.
• Reported in numbers you can checkOutstanding, overdue, debtor days and who pays late every time. One view, always current.

1. Three days before due

   A heads-up that it is coming. No ask, no pressure, and it prevents a surprising amount of lateness on its own.

2. The day after due

   Short and factual. Assumes it was missed rather than refused, because it almost always was.

3. Seven days late

   Firmer. The invoice attached again and a direct question about when it will be paid.

4. Fourteen days late

   Escalated to a named person on both sides, and flagged to you rather than sent silently.

5. Beyond that

   Your decision, with the whole file ready: every message, every date, the sum outstanding. How firm the ladder gets, and where it stops, is a setting you choose.

• Read-only by constructionThe open banking feed can see what landed. It cannot send anything anywhere.
• Checked before every sendEvery reminder reconciles against the bank first. Nobody is chased for money that arrived yesterday.
• Your software, your nameXero, QuickBooks, Sage or FreeAgent, connected under your own logins. Nothing of ours to switch off if we ever part ways.
• No key that could payNothing in the build holds a credential that can move funds. An architectural choice, not a setting.

• Draft invoices generated automatically when work completes
• Recurring invoices scheduled and sent on due dates
• Credit checks performed automatically before onboarding new accounts
• Bank accounts monitored daily for customer payments
• Payment receipts matched against outstanding sales invoices
• Polite reminders sent before the due date
• Firm payment demand notices triggered for overdue balances
• Payment plans created and tracked for credit customers
• Credit notes issued and applied where agreed
• Direct Debit runs prepared for your approval
• Debtor lists reviewed weekly to spot risky accounts
• Customer payment queries sent to account managers
• Monthly customer statements generated and emailed out
• Bad debt risk reports compiled for management

Illustrations of the tools in use, drawn for this page for an example business, Marlow & Finch. Every figure in them is an example, not a client's data, and any person in them is generated. Tap a picture to open it full size.

Will this annoy our customers?

No. Reminders that are polite, correctly timed and evidently systematic annoy people far less than what most firms actually run, which is six weeks of silence followed by an awkward call from a director. The tone is yours, written once and approved before anything sends, and every message is checked against the bank first.

What if they have already paid?

Then nothing sends. Every reminder reconciles against the live bank feed immediately before it goes, not against a spreadsheet updated on Fridays. Check first, send second, never the reverse.

Does it work with our accounting software?

Yes. Xero, QuickBooks, Sage, FreeAgent and Stripe all connect through your own logins, and the bank side is a read-only open banking feed. Whatever records the work, a timesheet, a project tool or a CRM, connects too, so the invoice is raised from the record rather than typed from memory.

Can it raise the invoice as well as chase it?

Yes, and for firms billing time or milestones it is usually the bigger win. The invoice is assembled from whatever records the work and sent the day the work finishes, so the clock starts straight away. A lot of lateness begins as a bill that went out a fortnight late.

What do you need from us?

The brief: who you bill, on what terms, and how firm you want the chasing to be. The brand: your tone, your templates, your letterhead. Access to your accounting software and bank feed, which stay in your name. Everything after that is us.

• Document processingReads every invoice, PO, form and PDF as it arrives, checks it against your records and files it into Xero, QuickBooks or your CRM. Nobody retypes anything.Open page
• Reporting and dashboardsPulls every number out of every system on a schedule and turns it into the live dashboard, the Monday digest and the alerts that run the week.Open page
• Scheduling and onboardingBooks the slot, sends and e-signs the paperwork, creates the accounts, chases every missing piece and confirms ready-or-not before day one, for new clients and new hires alike.Open page