Supplier payment queries
Around 2 hours a week of 'when will we be paid?' handled for you. Suppliers get a straight answer from your books within the hour.
Hours back
2
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
Payment questions picked out
Emails from suppliers asking about payment, remittance or a missing invoice are picked out of the accounts inbox.
- 02
Looked up in the books
Each invoice they mention is found with its status: received, approved, scheduled or paid.
- 03
Missing invoices caught
If an invoice they mention isn't in the books, the reply asks them to resend it, so it doesn't vanish a second time.
- 04
A reply drafted from the facts
A short reply with the invoice numbers, amounts and the date payment is due to go out. No promises the books don't back up.
- 05
Statements checked as they land
Monthly supplier statements are compared with your books, and any invoice on their side that isn't on yours is listed.
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.
Replies that only repeat facts from the books can send on their own once you're happy with them. Anything disputed, any request to be paid early and anything from a supplier you've put on hold goes to a person.
What it's worth
What those hours add up to.
2 hours a week, over 46 working weeks, is 92 hours a year. At $50 an hour, that’s
$4,600
back in the business, every year.
Typical, not promised.
Before and after
The job, before and after.
How it runs today
Suppliers email, ring and send statements asking about invoices. Each one means someone looking up the bill, checking whether it's approved and writing back. Half the time the invoice never arrived, and nobody finds out until the supplier's third email.
What we build
- Payment questions picked out
- Looked up in the books
- Missing invoices caught
- A reply drafted from the facts
- Statements checked as they land
A month in
Supplier queries are answered the same day without anyone opening the books, missing invoices turn up weeks sooner, and statement differences get sorted before they put your account on stop.
FAQ
Will it tell a supplier we're paying when we're not?
No. A supplier reply only quotes the status and date already in your books. If a bill isn't approved yet, the reply says it's being checked, and a person decides what to say beyond that.
We get a pile of supplier statements at month-end. Can it cope?
Yes. Each supplier statement is read and checked against your books, and you get one list of differences instead of a stack of PDFs.
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Thirty minutes on supplier payment queries. We build its elf with you, live, and you keep it.