Escalation levels
Friendly, firm and final reminder wording, applied automatically based on how overdue and how often reminded.
Payment reminders that send themselves, safely
For accounting firms and finance teams chasing overdue invoices by hand. Reminder letters go out on a schedule with built-in limits, so nothing large or unusual leaves without a human seeing it first.
Intake
Map
Validate
Execute
Confirm
What this fixes
The situations we hear about in the first call.
Chasing invoices eats the week
Someone has to check what is overdue, decide who gets which tone of letter, and send it, client by client, week after week.
Reminders go out late or not at all
When the person who normally does it is on leave or busy with month-end, reminders slip, and cash comes in later than it should.
One tone fits none
A first-time slip and a chronic late payer get the same letter, because writing a different one each time takes too long.
No one wants to send a letter unsupervised
A batch of reminder letters that includes a wrong figure or a client who already paid causes more damage than the delay it was meant to fix.
How it works
Five stages, the same for every stream we build. Anything that fails validation goes to a person, in the tool you already use.
- Intake
The pipeline reads open, overdue invoices from your accounting system on the days you choose.
- Map
Each invoice is matched to its client record and reminder history, so the pipeline knows whether this is the first, second or final notice.
- Validate
Clients flagged as 'do not remind' are excluded, and the batch is checked against your safety limits before anything is drafted.
- Execute
Letters are drafted at the right escalation level, friendly, firm or final, and sent on your Mon/Wed/Fri schedule.
- Confirm
Every letter sent is logged with client, amount and level, and you get a preview report before each run goes out.
What you get
Safety limits
A run stops and alerts you if it would send an unusually large batch, for example more than 40 letters or €20,000 in one go.
Pause and resume from Telegram
Stop or restart the reminder schedule from a chat command, no login required.
Per-client do-not-remind flags
Any client can be excluded from automatic reminders, permanently or for a set period.
Preview report before sending
A summary of who would receive what, at what level, before the batch goes out.
Full log of every letter
A record of every reminder sent, with date, client, amount and escalation level, for audit and dispute handling.
What the pilot measures
We do not quote accuracy percentages before we have seen your documents. These three numbers are agreed at the audit and reported at the end of the pilot.
Straight-through rate
Share of scheduled reminder runs that complete without hitting a safety limit or needing a manual check.
Minutes per run
Staff time spent per reminder cycle before and during the pilot, timed against the manual process it replaces.
Exceptions per 100
How many letters per 100 are held back for review, for example due to a do-not-remind flag or a limit trigger.
Systems we connect for this
Merit AktivaXeroQuickBooks OnlineFortnoxTelegramGoogle Sheets
Processed in the EU. Original files and extracted data stay in your own systems; a data-processing agreement is available on request.
From audit to autopilot
Pilot scope for this stream: One reminder stream: overdue invoices for one client base, on your existing schedule and escalation rules.
Step 1
Audit
We map one document or enquiry stream end-to-end, count volumes and name the systems it touches. You get a written scope and a fixed pilot price.
Free · 3 working daysStep 2
Pilot
One stream goes live on your real documents. Acceptance is measured, not felt: straight-through rate, minutes per document, exceptions.
About two weeks · fixed priceStep 3
Rollout
The remaining streams follow the proven pattern. Monthly report, support, and changes as your systems change.
Stream by streamBuilt before
Case · Accounting firm, Estonia
Payment reminders that send themselves three times a week, with a brake
An accounting firm's overdue-invoice reminders run three times a week with no button to press — batch limits, pause commands and a log of every letter.
3×/weekunattended reminder runs, with a brake
Frequently asked questions
How much does this cost?
There is no fixed price list, because every accounting system and reminder policy is different. We start with a free three-day audit, then quote a fixed price for a single pilot stream before any work begins.
How accurate are the reminder amounts and due dates?
Figures come directly from your accounting system's open invoice records, not from a separate copy or estimate. If the underlying data in Merit, Xero, QuickBooks or Fortnox is correct, the reminder is correct.
What happens if something looks wrong, like a large batch or a client who already paid?
The safety limits stop the run and alert you before anything is sent. A client marked 'do not remind' is excluded automatically, and every run comes with a preview report so you can catch problems before letters go out.
Where does our data go?
Processing happens in the EU. The original invoice data and client records stay in your own accounting system; nothing is copied into a separate database. A data-processing agreement is available on request.
Does this work with our existing accounting system?
We build against the accounting system you already use, such as Merit Aktiva, Xero, QuickBooks Online or Fortnox, reading overdue invoices through its API rather than asking you to change how you work.
Start with the free audit
Three working days, one stream mapped end-to-end, a fixed pilot price on paper. No commitment.
Get a free automation audit