Chasing late payments is one of the most common admin jobs in a small firm, and one of the least liked. It is also one of the easiest to automate well.
Why chasing slips
Nobody enjoys asking clients for money, so reminders get sent late or not at all. When they do go out, the tone varies depending on who sends them and how busy they are. The result is slower payment and an awkward job that never quite gets done properly.
What an automated sequence looks like
A polite reminder a few days before the due date. A friendly nudge on the day. A firmer follow-up a week later, with the invoice attached again. Each message is written in your tone, sent from your own email address, and timed around your payment terms.
Stop the moment it's paid
The sequence checks your accounting software, such as Xero, before every message. As soon as an invoice is marked paid, the reminders stop. Clients never get chased for money they've already sent, which is what usually goes wrong with manual reminders.
Keep a person on the difficult cases
Some clients need a phone call, not another email. We set a point in the sequence where the invoice is flagged to a named person instead of sending another reminder. Automation handles the routine; your team handles the relationship.
Getting started
We start by agreeing the wording, the timing and the point at which a person steps in. The first version usually goes live within the 14-day sprint, and we review how it's performing with you each month.
Consistent, polite reminders, sent on time, every time, without anyone having to remember.
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