Overdue invoices chased on schedule,
in the right tone, every time
Chasing late payments is unglamorous and inconsistent: a reminder goes out when someone remembers, in whatever tone they happen to be in that day. We build an agent that watches due dates and sends a graduated sequence of reminders in your voice. Anything that turns into a dispute or a payment plan request routes to a person.
Why late-payment chasing is inconsistent
Chasing late payments is the finance task everyone deprioritizes, because it is uncomfortable and unglamorous. The result is a reminder that goes out whenever someone remembers, in whatever tone they happen to be in that day. Friendly one week, sharper the next, that inconsistency can actually damage a relationship with a customer who was simply late, not avoiding payment.
Money sitting outstanding longer than it needs to is the second cost. A reminder sent the day after an invoice becomes overdue collects noticeably faster than one sent two weeks later. By then, the customer has mentally filed the invoice away as not urgent.
Genuine disputes are the third problem: a wrong amount, a service issue, getting lost in the same sequence as simple forgetfulness. A customer with a real complaint ends up getting another automated-sounding nudge, instead of a person who can actually resolve it.
How the agent chases overdue invoices
The agent watches due dates in your invoicing or ERP system. It sends a graduated sequence of reminders, written in your company’s tone, not a generic collections template. A light nudge goes out a day after the due date, a firmer one after a week, and an escalation after two. It runs by email or by messenger, WhatsApp or Telegram, matching however your customers actually prefer to be reached.
The moment a payment lands, or a reply comes in that reads like a dispute rather than a simple “will pay soon,” the sequence stops automatically. The case is handed to a person with the full history attached. A weekly aging summary shows outstanding balances by customer, so a finance lead can see the real picture without pulling a report from the accounting system by hand.
What stays a human call
A genuine dispute is always a human conversation, not an automated sequence. That includes a wrong amount, a quality complaint, or a request for a payment plan. The tone, escalation steps and timing of the sequence are set by your team and reviewed before launch. A person decides what happens with any customer who needs special handling: a long-standing client, a known cash-flow issue. The agent does not apply one policy to everyone.
How we keep the sequence safe
The agent introduces itself as an AI assistant at the start of every conversation. Every reminder sent and every reply received is logged, so a dispute that later needs resolving has a full paper trail. The sequence stops automatically on payment or dispute, with no chance of a reminder going out after the fact. Escalation steps beyond the standard sequence, like involving a collections agency, always require a human decision.
Price and timeline
| Option | Price | What it covers | Timeline |
|---|---|---|---|
| Single automation | from $500 | One reminder sequence, one channel, auto-stop on payment or dispute | 3 to 8 days |
| Department package | from $2,500 | AR reminders plus invoice processing and bank reconciliation across your finance team | 2 to 4 weeks |
Running cost is usually $10 to $30 a month in model usage depending on customer volume, with a budget cap set before launch.
Related
Pair this with invoice processing, so the invoice this reminder chases was generated and posted cleanly in the first place. Bank reconciliation makes sure a payment is matched the moment it clears. For supplier-side communication rather than customer-side, see supplier email handling. The full package breakdown is on the AI agents service page and the automation-everything overview. For a real system this runs alongside, see the factory ERP recovery case study and the two-brand analytics hub case study.
Get overdue invoices chased the same way, every time. Get in touch and we will look at your current reminder process in the first call.
Tired of doing this by hand? We can take the whole routine off your team, not only this step: Routine takeover, from $400 →
FAQ
How much does AR reminder automation cost?
From $500 for one reminder sequence and one channel. Multiple entities or languages add time, quoted after a short review.
How long does setup take?
3 to 8 days once we have access to your invoicing or ERP system's due-date data.
Which channels does it use?
Your invoicing or ERP system for due dates, email, and WhatsApp or Telegram where customers prefer a messenger.
What if a customer disputes an invoice?
The sequence stops automatically on payment, or on any reply that looks like a dispute. That case goes straight to a person instead of getting another automated nudge.
Is customer payment data secure?
Customer and payment data stays in your invoicing system. The agent reads due dates and status, it does not process or store card or bank details.