System specification
Payment Chasing
Overdue invoices chased on schedule, in your wording.
The problem
The chasing gets done when somebody has time, which means it gets done late, inconsistently, and in whatever tone they were in that afternoon.
Most of what is overdue is not disputed. It is waiting for a reminder nobody sent, or for a copy of the paperwork that proves the charge.
How it works
- We read your ledger for what is actually overdueAgainst each customer's own terms, not one blanket rule.
- A sequence runs on the schedule you setThe timings are yours: when the first one goes, how long between, when it escalates to a person.
- Each message is sent in wording you have approvedWritten once, per customer where the relationship needs it. Nothing is generated on the fly.
- The proof goes with the chase where it existsA copy of the invoice, and the delivery evidence if the system holds it, because most disputes are documentary.
- It stops the moment anything changesPayment, a promise to pay, or a dispute raised — the sequence halts and a person picks it up.
What you get
- A chase schedule you set and can change, per customer where needed
- Approved wording — written once, sent unchanged
- A record of every message — what was sent, to whom, when, and what came back
- An escalation list — what the sequence stopped on and why it needs a person
- Portal access — every run, every exception, and the monthly statement
What we need from you
- Read-only access to the sales ledger and your payment terms
- A sending mailbox — yours, so the chase comes from you
- Your wording, approved before anything sends, and your escalation points
- A named person for sign-off — whoever owns the ledger today
What stays with your people
- Approving the wording before anything is sent
- Every escalation to a phone call or a letter
- Any decision about credit, terms or stopping supply
- Whatever is genuinely in dispute
This system reads your ledger and sends from your mailbox. It never writes to the ledger and never changes a customer record.
Timeline
- Day 1–2
- Audit and scope. We look at the real files and agree what the system will and will not do, in writing.
- Day 3–10
- Build. Connected read-only to your own data, with the rules agreed as we go.
- Day 11–13
- You watch it run. Against live data, still read-only, and you sign off what it produces.
- Day 14
- Live. Write scope opens only where you have agreed it.
Works with
It is built into the finance software you already run. No migration, and no vendor switch.
Price
- Setup
- —
- Monthly
- —per month, rolling
The monthly fee includes:
—
—
This system is part of the Finance & Reporting suite. One system is the suite's Essentials tier, two to four are its Growth tier, and all five together are Full Finance Operations.
Prices exclude VAT. The audit and scoping before any of this costs nothing.
Pairs well with
Next
A 30-minute call, then a written note of where the hours actually go and whether this is the system worth building first.