Reminders for overdue invoices, firmer as they age
SI checks open invoices each week and drafts reminders whose tone matches how late each one is, for you to approve.
Worth knowing: Medical and dental practices: patient billing messages must follow health-privacy rules. Debt collection is also regulated; keep reminders factual and leave collections decisions to the owner.
The problem
Chasing money is uncomfortable, so it gets put off. Invoices drift from 30 to 90 days late, and by then the conversation is harder.
What SI does
SI reads open invoices and payment history, groups them by how overdue they are, and drafts a reminder for each: a friendly note just after the due date, a clearer one later, and a firm one with next steps after that, using your terms. It skips customers with a payment plan or a dispute and flags long-overdue accounts for a phone call.
Examples
The same job looks different in different businesses. These are illustrations, not client results.
- Landscape design firm
Three clients are a week past due and get friendly reminders with the invoice attached; one 60 days late is flagged for the owner to call.
- Physical therapy clinic
Patient balances after insurance get courteous statement reminders, with any account showing a pending insurance appeal excluded.
- Translation agency
Corporate clients get reminders addressed to their accounts-payable contact with the purchase order number included.
What it takes to set up
Read access to invoices in your accounting tool and draft access to email. Your reminder schedule and terms. Setup is often a day or two.
What a human still checks
- A person approves every reminder.
- Disputed invoices, payment plans and key accounts are excluded or handled personally.
- SI never threatens action; any collections step is the owner's decision.
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.
Here are open invoices [export] with customer, amount, due date and notes. Group them by days overdue: [1-14], [15-45], [46+]. Draft a reminder for each group in increasing firmness, using my terms [paste]. Exclude anything marked disputed or on a plan. List accounts over [60] days for a phone call. Pause and show me before sending, submitting, posting or changing anything.
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.