The invoices
An agency has two invoices a day overdue. Both are still unpaid in its accounting system.
Overdue invoices → polite, timely reminders
Unpaid invoices,
chased on schedule.
Chasing payment is repetitive, awkward and easy to put off. Altersoft builds reminder workflows that check what is still unpaid, send reminders in your wording on the schedule you approve and hand anything unusual to a person.
overdue-reminders.flowIllustrative example
Before: Check who has paid and write every reminder by handWith automation: Reminders follow your rules; people handle the disputes
- Invoices fall overdueTwo invoices pass their due date
- Status checkedStill unpaid in your accounts system
- Reminders sentYour wording, on the schedule you approved
- A dispute pauses itReminders stop; a person takes over
- Payment stops itPaid invoices drop out automatically
From overdue to followed up
Keep the relationship.
Lose the spreadsheet.
For agencies, contractors, consultants and suppliers who invoice other businesses and track who has paid in a spreadsheet, a notebook or somebody's memory.
You approve the wording, the timetable and which customers are included. Reminders never replace a conversation: disputes, payment plans and key accounts go to a person.
Watch due dates
Read invoices and due dates from your accounting system, so the schedule always starts from the real date.
Check before every send
Confirm the invoice is still unpaid, not in dispute and not on an agreed payment plan before anything goes out.
Send your reminders
Send reminders in your wording, from your address, on the timetable you approved. Each one is logged against the invoice.
Pause on replies
If a customer replies, disputes the amount or asks for time, reminders pause and the reply goes to the right person.
Stop when paid
When the payment shows in your accounts, reminders stop. Your team sees what is outstanding and what needs a call.
Illustrative example
Two overdue invoices.
One customer disputes it.
Fictional scenario, not a customer case study or a live demonstration. Outcomes depend on your documents, data and systems.
The reminders
Both customers get a friendly reminder in the agency's own words. One replies that they were charged twice, so that customer's reminders pause and the account manager is told.
The outcome
The other customer pays a few days later and drops out of the schedule. The disputed invoice is sorted out by a person, not by more reminders.
Systems & safeguards
Built around
your source of truth.
We assess access and data quality before promising a connection. These are integration options to scope, not ready-made connectors included in every project.
Accounting system
Read invoices, due dates and payments from Xero, QuickBooks, Sage or similar through their APIs. If payments sync late, add a delay before each send.
Email & replies
Send from your own domain with your signature. Watch for replies so disputes and questions reach a person quickly.
Rules & audit trail
Keep the schedule, wording and exclusions in one place you approve, and log every reminder sent and every pause.
Agree how your data is handled before connecting it
We scope who can access documents, which hosting and AI providers are used, retention and deletion, and what appears in logs. Use redacted samples for discovery. This page does not accept uploads or process any of your data.
Scope, delivery & pricing
Start with one
reminder schedule.
A fixed project quote follows a review of your inputs, systems and approval rules. The website's general starting price is not a price promise for this workflow.
Define a small pilot
Pick one customer group, one schedule and your existing reminder wording. Run it alongside your current process for a month, checking every send, before letting it run on its own.
What affects the cost?
Document variety, data quality, integration access, rule complexity, permissions and volume. We agree delivery dates after this assessment; system access and data cleanup can extend the work.
Make running costs explicit
The proposal should separate the build from hosting, AI usage, third-party licences, maintenance and future changes, specifying what is included and who owns each ongoing task.
Estimate the opportunity using your own numbers
For illustration only: 60 overdue invoices a month × 10 minutes of checking and writing each = 10 hours of capacity. At an assumed £30 per hour, that is £300 of staff time before software costs. It is not a measured result or a promise of faster payment; validate the assumptions in a pilot.
See our general pricing approach · Meet the engineer who builds it
Free first chat
How much time goes
on chasing payment?
Tell us roughly how many invoices you send, which accounting system you use and how you chase payment today. No confidential data needed for the first conversation.
Discuss your credit controlOr call +44 7441 113592