Invoice follow-up and receivables reminders for partner review
From the billing export, SI builds an aging list and drafts polite reminders, holding disputed accounts for the partner.
Admin and operations help for small CPA, tax and bookkeeping firms. SI chases, organizes and drafts; professionals review, sign and decide. No tax advice, no filings, and client data stays protected under your firm's security plan.
Worth knowing: Administrative support only: SI does not give tax or accounting advice, prepare or sign returns or reports, file anything, or calculate legal deadlines. A qualified professional reviews, signs and approves all work product and every date SI tracks. Client information is used only in tools the firm has vetted, under its written security plan and with any client consent or agreements the rules require. SI never threatens, holds back work product, or applies fees on its own; messages never include tax details, and a person approves every message.
The problem
Firm invoices age while staff are busy, and cash flow suffers.
What SI does
From the billing system export, SI builds an aging list, drafts polite reminders at set intervals in the firm's voice, flags accounts for the partner to call, and holds accounts with open disputes.
Examples
The same job looks different in different businesses. These are illustrations, not client results.
- Two-partner accounting firm
An aging list shows invoices past the firm's intervals. Disputed accounts are held for the partner.
- Solo CPA
Reminder drafts use the firm's voice and include no tax details.
- Bookkeeping firm with recurring clients
Accounts flagged for a call sit aside. SI does not apply fees.
What it takes to set up
GemmiSI sets this up on your own equipment and accounts; your data stays with you. Before connecting anything that holds client information, the firm checks the tool against its written information security plan, confirms the agreements and any client consent required for tax return information, sets access controls and multi-factor authentication, and limits SI to the minimum necessary. Start with sample or made-up information. Use a read-only aging export and the reminder wording and intervals the firm has already chosen. Permission is to draft, not to send. Setup is often a few days.
What a human still checks
- The CPA, EA or preparer reviews and approves before anything goes to a client, agency or third party.
- SI never sends, files, e-signs or posts on its own.
- Unusual items go to a "needs professional review" queue.
- The firm decides what client data SI may see, and testing starts with sample or made-up information.
- The partner approves messages, decides on payment arrangements and write-offs, and handles any withholding of work product under the engagement terms and professional rules.
Try it yourself
Paste this into your SI tool of choice and swap the [bracketed] parts for your own details. It asks SI to stop and show you before it does anything.
From this billing export [paste], build an aging list, draft polite reminders at these intervals [paste] in this firm voice [paste], flag accounts for the partner to call, and hold accounts with open disputes. Do not threaten, hold back work product, or apply fees. Do not include tax details. Do not send anything. Pause and show me before sending, filing, posting or changing anything. Use only the sample or made-up information I provide; do not include real client names, SSNs, account numbers or tax details.
Next step
Want this built? Book a free 30-minute consult
Bring one real example, such as an export, an inbox, or a spreadsheet. We will map the steps and decide what SI drafts and what you approve.