Invoice & Payment Follow-Up Agent

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Step 1 — Ingest

Invoice Created

The agent syncs with your invoicing system — QuickBooks, Xero, FreshBooks, or manual CSV upload. Every new invoice is automatically tracked with client details, amount, due date, line items, and payment terms.

Sources: QuickBooks API, Xero API, CSV upload, Manual entry
Tracked: client, amount, due_date, items, terms, payment_link, status

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Step 2 — Monitor

Payment Tracking

The agent monitors due dates, partial payments, and payment status in real-time. It knows exactly which invoices are upcoming, due today, and overdue — and triggers the right action at the right time.

✅ Paid in Full Auto-reconcile, send receipt, update books, close out

💰 Partial Payment Acknowledge payment, calculate remaining balance, adjust reminders

⏳ Approaching Due Queue friendly reminder for 3 days before due date

🚨 Overdue Trigger escalation sequence immediately

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Step 3 — Remind

Friendly Reminder (3 Days Before Due)

A warm, professional reminder goes out 3 days before the due date. It includes the invoice amount, due date, and a direct payment link. Tone is friendly and helpful — not demanding. Most clients pay at this stage.

"Hi Alex! Just a friendly heads-up that Invoice #1047 for $2,400
is due on Friday, April 4th.

You can pay securely here: [Pay Now Link]

If you've already sent payment, no worries — just ignore this! Let me
know if you have any questions about the invoice."

⚠️

Step 4 — Overdue

Overdue Notice (Day After Due)

If the due date passes without payment, the agent sends a polite but clear overdue notice the next day. It includes the original invoice, the amount owed, and a direct pay link. Still professional — but now there's urgency.

"Hi Alex, I wanted to follow up on Invoice #1047 for $2,400 —
it was due yesterday (April 4th). I know things get busy!

Here's the pay link for your convenience: [Pay Now]

If there's an issue with the invoice or you need to discuss payment
terms, just reply to this message and we'll work it out."

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Step 5 — Escalate

Escalation Sequence

If the invoice remains unpaid, the agent escalates through a timed sequence with increasingly firm (but always professional) messaging. Each step is customizable — you control the tone and timing.

7 Days Overdue Second reminder — references original invoice, payment options, asks if there's an issue

14 Days Overdue Firm but professional — mentions overdue status, late fee policy (if applicable), requests immediate attention

30 Days Overdue Final notice — summarizes all previous attempts, requests resolution, mentions next steps (collections, hold on future work)

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Step 6 — Collect

Payment Received

When payment comes in — at any stage — the agent immediately stops all reminders, reconciles the payment against the invoice, sends a professional receipt, and updates your books. If it was a partial payment, it adjusts the remaining balance and continues the sequence for the remainder.

Payment received: $2,400.00 via Stripe
Invoice #1047 — PAID IN FULL
Receipt sent to: alex@company.com
QuickBooks status: updated | Reminder sequence: cancelled

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Step 7 — Report

Reporting Dashboard

Track everything in one place: total outstanding, aging report (30/60/90 days), collection rate, average days to payment, and revenue recovered by the agent. Weekly summary emails keep you informed without logging in.

Outstanding: $18,200 across 12 invoices
Aging: $8,400 (0-30d) | $6,200 (31-60d) | $3,600 (61-90d)
Collection rate: 94% | Avg days to payment: 8.2
Recovered this month: $14,800 (without a single manual follow-up)

Invoice & PaymentFollow-Up Agent

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Invoice & Payment
Follow-Up Agent