Accounts Receivable Follow-Up
For trades, practices and firms, the system drafts a reminder for every past-due account, keeps the aging list current and waits for a person to approve each reminder.
Past-due invoices wait for someone's time
A past-due invoice sits until someone has a free hour to open the aging report, find the contact and write the email. The longest-overdue accounts get the same attention as last week's. Each day the system builds an aging list from the accounting data. It drafts a reminder for every past-due account, in the tone the business sets. A person reviews and approves each reminder before it is sent, and each reply is recorded on the account.
What's included
- 01
Daily aging list
every open invoice grouped by how late it is, from the accounting data.
- 02
Reminder drafts
a drafted email or text for each past-due account, in wording staff approve.
- 03
Reminder schedule
a friendly first note, a firmer second one, then a flag for a personal call.
- 04
Contact lookup
the right billing contact and a copy of the invoice attached to each draft.
- 05
Promise-to-pay notes
dates a customer commits to are recorded, and reminders pause until then.
- 06
Account history
every reminder, reply and call note kept on the account.
- 07
Hold list
disputed accounts and sensitive customers kept out of reminders by staff.
- 08
Send approval
each reminder waits for a person to approve it, and staff can pause all reminders.
How it works
- 01
Receivables review
The review covers how payments are chased today, including who calls, what gets said and which customers need care.
- 02
Reminder setup
The accounting data and email are connected, and the office sets the reminder wording and timing with the build team.
- 03
Supervised test
Drafts are produced for real accounts while a person reviews each one, and nothing goes out without approval.
- 04
Launch and support
Reminders go live on the client's sign-off, and aging-list checks, timing adjustments and a monthly report follow.
Industries
Industries served
Medical Practices
Phone intake, scheduling, patient forms and billing follow-up, with staff in charge of anything clinical.
Dental Practices
Booking, recall, insurance verification and patient forms for dental offices, with the front desk in charge.
Veterinary Practices
Appointment booking, vaccine reminders and client communication for animal clinics.
Home Services & Trades
Calls, estimates, dispatch, paperwork and invoicing for roofing, HVAC, plumbing, electrical and field service companies.
Construction & Contracting
Contract checks, progress billing, job costing and document control for general contractors and specialty subcontractors.
Law Firms
Intake calls, case-system entry, inquiry replies, engagement letters for signature, invoicing and unpaid-invoice follow-up for law firms and solo practitioners.
Property Management
Maintenance requests, rent collection and tenant communication for property managers.
Frequently asked questions
Does it send reminders without anyone looking?
No. Every reminder is a draft until a person approves it. Staff can approve in batches from the daily list, edit any draft or skip an account. Each approval is recorded with the name and time.
Can customers handled personally be excluded?
Yes. Staff keep a hold list for disputed invoices, major accounts and anyone who should hear only from a named person. Held accounts show on the aging list but never receive a draft.
Will it read from the billing software already in use?
It reads open invoices from the accounting or practice software in use, wherever that tool allows a connection. The first step confirms this. A payment recorded in that software takes the account off the list at the next update.