Invoice & Payment Chaser
A dunning ladder runs on every unpaid invoice until it is paid or a human takes over.
What it watches
Invoices that pass their due date in your accounting system
What it does
Sends a scheduled reminder ladder by email/SMS and reports what is still outstanding weekly
When it asks a human first
Disputed, above a threshold you set, or the 4th unanswered touch — hands to you with the full thread instead of guessing whether to write it off or escalate further. Once handed off, the ladder stays paused indefinitely rather than auto-resuming after a set number of days — restarting it is a decision you make explicitly, since the last thing a client mid-negotiation with you needs is an automated reminder landing in the middle of that conversation.
How it works
- 1Reads the ledger
Pulls every invoice that crosses its due date directly from Xero, QuickBooks, or Hesabfa — no manual export or spreadsheet. Because it reads the live ledger rather than a synced copy, a payment your accountant just recorded is already reflected before the next reminder goes out.
- 2Starts the ladder
Day 1 sends a friendly nudge, day 7 a firmer follow-up, day 14 a final notice — each written in your brand voice, not a form-letter tone. Each later step references the one before it, so a client who ignored the day-1 nudge gets a message that acknowledges that instead of an identical note copy-pasted with a new date.
- 3Tracks every response
A reply, a partial payment, or a dispute pauses the ladder instantly and logs the reason instead of sending the next scheduled message blind. A partial payment specifically recalculates the outstanding balance first, so the next touch — if one is still needed — chases the real remainder, not the original total.
- 4Escalates on your rule
A 4th unanswered touch, a dispute, or a value above your threshold routes the invoice to you with the full thread attached. That handoff includes which reminders actually sent, which bounced, and which were opened, so you're picking up context instead of starting the conversation cold.
- 5Reports weekly
An aging summary by client lands in your inbox every week, so nothing overdue is a surprise at month-end. The same report calls out any client whose aging bucket has worsened two weeks running, since that pattern is usually the first sign worth a phone call rather than another automated reminder.
What triggers it
- · An invoice crosses its due date in Xero, QuickBooks, or Hesabfa
- · A scheduled reminder step comes due (day 1, day 7, day 14)
- · A partial or full payment is recorded against the invoice
- · The client replies to any reminder
What you get
- · A dunning-ladder email or SMS sent per invoice, in your voice
- · A weekly aging report grouped by client
- · A flagged invoice in your inbox at the escalation point
- · Payment status written back to your accounting system
Not the right fit if
Not for businesses invoicing fewer than ~10 clients a month — chasing that volume by hand costs less than a dedicated agent. It's also the wrong fit when invoicing is entirely enterprise-negotiated with a named account manager and custom terms per client — a generic day-1/7/14 ladder undercuts a relationship that's already being handled by a person.
The math
At ~60 invoices/mo × 8 min, that is roughly 8 h/mo — an estimate, not a guarantee.
Frequently asked
No — it never goes past a firm written reminder. Any legal escalation or write-off decision stays with you.
Yes — Hesabfa is a first-class integration alongside Xero and QuickBooks, not an afterthought.
The ladder pauses immediately and the dispute routes to you — it never keeps sending reminders on a contested amount.
No — it can note that a client asked for one, but setting terms is a decision you make, not the agent.
It flags the bounce immediately instead of quietly retrying into a dead inbox. A stale billing contact is exactly the kind of record the CRM Hygiene agent is built to catch, so if you run both, the two naturally clean up the same blind spot from different directions.
Ready to put invoice & payment chaser to work?
Tell us about your setup and we'll confirm it fits within 48 hours.