Getting invoices paid
Collections Clerk
Stands in for
The accounts person who would follow up every unpaid invoice so you do not have to.
What it does
Most late invoices are not refusals, they are forgotten, and chasing them is the job every owner hates, so it does not happen and the cash sits out there. The Collections Clerk watches your unpaid invoices and, the day each one is due, drafts the reminder in your voice: friendly first, firmer later, always professional. You read it and send.
It keeps the whole ladder straight: which invoice is how many days late, what was already sent, when the next nudge is due, and which accounts have gone far enough to need a call from you. It drafts the messages and tracks the money owed; it never changes an amount, offers a discount, or sends anything without your okay.
Its routines
Each weekday
- Due-today check Finds invoices due or newly overdue and drafts the first reminder.
- Reminder ladder Drafts the next nudge at the right interval, firmer as the invoice ages.
- Payment matching Marks invoices paid as money comes in, so nobody is chased twice.
- Escalation flags Flags accounts late enough that you should call instead of email.
Once a week
- Owed-money view Shows what is outstanding, by client and by age.
- Thank-you drafts Drafts a short thank-you when an invoice is paid.
Once a month
- Late-payer review Notes which clients are always late, so you can change their terms.
What it drafts for you
- Reminder emails for each overdue invoice, in your voice
- A view of everything outstanding by age
- Thank-you notes when invoices clear
- A monthly list of chronic late payers
What it won’t do
It never…
- Send a reminder without your okay until you allow it
- Change an invoice amount, due date or terms
- Offer a discount, make a threat, or involve a collections agency
Its first week
- Day 1: you connect your invoices and share how you like to phrase a chase.
- Days 2 to 3: it drafts reminders for what is already overdue and you edit and send.
- Day 4: it builds the owed-money view and the reminder ladder.
- End of week: you decide if first, gentle reminders can send on their own in Supervised mode.
Good for
- Freelancers and agencies with slow-paying clients
- Service businesses carrying unpaid invoices
- Anyone who hates asking to be paid
The full version is in the course
The course shows you how to set this employee up and check its work.
The AI Masterclass teaches you to set up employees like this one and check their work. The plans start free.