Invoicing and overdue invoice chasing
Get paid days sooner. The invoice goes out the day the job's done, and every unpaid one gets chased on schedule without anyone having to remember.
Hours back
4
hours a week back, typically
How it runs
What we build, step by step.
This is the usual shape. Yours gets built around how your team actually does the job.
- 01
Invoice drafted when the job is closed
When a job is marked complete or an order is delivered, the invoice is drafted from the quote or job record and sent to the billing contact on file, not whoever booked the work.
- 02
Every open invoice checked each morning
We work out days until due or days overdue for each one, and pick the right reminder from your schedule.
- 03
Reminders that get firmer over time
A friendly note before the due date, a reminder just after, a firmer one at ten days and a request for a call at three weeks. Each one names the job, the amount and how to pay.
- 04
A payment link in every message
Customers can pay by card or bank transfer straight from the email or text, so paying is easier than ignoring it.
- 05
Disputes stopped and handed over
If a customer replies with a complaint or a question about the work, the reminders pause and the message goes to a person with the job details.
- 06
A weekly list of who owes what
Overdue invoices sorted by amount and age, with notes on who's been chased and how they replied.
Shown with software we see a lot. If your team uses something else, we build it into that instead.
Built for your business
Same job, different business. We build yours.
Two firms in the same trade rarely run a job the same way. Different software, different steps, different people signing off. We build it for your business, around how your team actually does the job.
Your steps
Built around the order your team already works in, odd exceptions included.
Your software
Runs inside the tools you already pay for, set up the way you use them.
Your rules
Your wording, your limits, your sign-offs. Nothing generic goes out in your name.
You sign off
Your team keeps the final say.
Early, friendly reminders on smaller invoices go out on their own once you're happy with them. Firmer reminders, larger amounts and anything to your biggest customers wait for a person to approve.
What it's worth
What those hours add up to.
4 hours a week, over 46 working weeks, is 184 hours a year. At $50 an hour, that’s
$9,200
back in the business, every year.
Typical, not promised.
Before and after
The job, before and after.
How it runs today
Invoices go out when the office gets to them, often days after the job. Chasing happens in a burst when cash is tight, by whoever has a spare hour. Some customers get three reminders in a week, others none for two months.
What we build
- Invoice drafted when the job is closed
- Every open invoice checked each morning
- Reminders that get firmer over time
- A payment link in every message
- Disputes stopped and handed over
- A weekly list of who owes what
A month in
Around 4 hours a week of chasing gone. Invoices go out the same day, overdue balances come down month on month, and nobody makes an awkward chasing call unless there's a real dispute.
When a reminder can send itself
Letting reminders go without a check makes sense in a narrow band: the earliest, softest nudges, on smaller invoices, to customers who usually pay on time. Get the tone slightly wrong there and nothing is lost.
Everything else waits for a person. The firmer reminders carry more weight, larger amounts deserve a look, and your biggest customers should always get a personal note, whatever the amount.
Two traps worth avoiding
Switch off your accounting software's own reminder emails once this is running, or customers get the same nudge twice. And a slow payer and a disputed invoice look the same at first. Any account with no reply two weeks after a firm reminder goes to a person to ring, rather than getting another automated email.
FAQ
Can we keep our own wording and late-fee terms?
Yes. Invoice reminders use your wording, and late-fee language stays exactly as you approved it, because it carries legal weight.
Can overdue invoices be chased by text as well as email?
Yes. Plenty of trades customers ignore email but answer a text, so we set the reminder channel per customer type.
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Thirty minutes on invoicing and overdue invoice chasing. We build its elf with you, live, and you keep it.