Invoice follow-up automation · accounts receivable
Get paid faster without chasing every invoice by hand.
You already did the work — now you just need to get paid. AICG sets up a simple system that sends polite reminders before an invoice is due, follows up when it goes overdue, escalates the ones that matter, and gives you a clear weekly view of what’s outstanding. Less manual chasing for your team, better cash-flow visibility for you.
The typical process: an invoice goes out, nobody follows up until it’s already late, someone sends a generic reminder, the customer ignores it, and eventually a manager or the owner gets pulled in — with no clean record of who was contacted, when, or why it stalled. Meanwhile the money you’ve earned is sitting in someone else’s bank account.
We fix the process, not just the reminders. Polite, relationship-aware follow-up that a real customer responds to — and every message stays human-approved, so you never damage a relationship to collect a cheque.
The problem
Money you’ve already earned is stuck in someone else’s account.
If this is how invoice follow-up works today, cash flow is paying the price.
Nobody follows up until it’s overdue. Invoices go out and then wait. By the time anyone notices, the payment is already late and harder to collect.
Reminders are generic. “Invoice overdue — pay now” doesn’t move a real customer relationship, and it can sour a good one.
No record of what happened. Who was contacted, when, and what they said lives in scattered inboxes — so follow-up repeats, contradicts itself, or stops.
Big overdue invoices get the same non-attention as small ones. A $20k invoice 30 days late should not be treated like a $200 one.
Sales and account managers get pulled in late. By the time they hear about it, the situation is already awkward and the relationship is strained.
The owner is the last to know. There’s no clear picture of what’s outstanding, what’s at risk, or which customers are chronically late.
What we set up
A follow-up system that collects — without the manual chasing.
One workflow on top of the accounting tools you already use. Every message stays human-approved.
Pre-due friendly reminders
A polite heads-up a few days before an invoice is due — the single easiest way to get paid on time.
Overdue follow-up sequence
A steady, relationship-aware series of reminders after the due date — firm but never abrasive.
Escalation rules
High-value or badly-aged invoices get escalated automatically instead of quietly sitting in a folder.
Sales / account-manager alerts
The right person is looped in at the right time — before a late payment becomes a relationship problem.
AR aging dashboard
A live view of what’s outstanding by customer, amount, and age — so nothing overdue is a surprise.
Weekly owner report
A Monday summary of what’s overdue, what moved, cash at risk, and who needs a nudge — no digging required.
Customer-specific templates
Follow-up wording tuned to the relationship and invoice history, not a one-size-fits-all “pay now.”
AI-assisted reply summaries
Customer replies are summarized and sorted — “waiting on a PO,” “needs a copy,” “dispute,” “payment coming” — so real blockers surface fast.
Human-in-the-loop approval
The system drafts and queues messages; your team approves before anything sends. You stay in control of tone and timing.
Who it’s for
Built for businesses that invoice a lot and chase by hand.
Especially if you carry high invoice values, slow-paying customers, and no dedicated accounts-receivable team.
Works with your tools
We build on top of what you already use.
No rip-and-replace. The workflow sits alongside your accounting software and email — we start from your current setup.
How it works
From manual chasing to a system that runs itself in four steps.
- Step 1
Review your AR process
We look at how invoices go out, your aging report, the tools you use, and how much time follow-up eats each week.
- Step 2
Find where payments stall
We pinpoint why invoices go late — no follow-up, wrong contact, missing PO, disputes — and what it’s costing your cash flow.
- Step 3
Build the follow-up workflow
We set up the reminders, escalation rules, AR dashboard, and weekly report around how your business actually operates.
- Step 4
Tune it with your team
We adjust the timing, templates, and approval steps until it’s a natural part of your accounting routine — not extra work.
Start here
The Overdue Invoice Review.
In a focused 20-minute review, we look at your invoice follow-up process, your aging report, and the tools you use today — and show you where payments are getting delayed and how a simple workflow could reduce the manual chasing. You leave with a clear picture of where cash is stuck, whether or not you work with us.
Start with a focused review or a small pilot before committing to a larger rollout.
Common questions.
Isn’t this just the reminders already in QuickBooks or Xero?
Those send a generic “invoice overdue” notice. We add what they don’t: escalation for high-value or aging invoices, a clear record of who was contacted and what they said, relationship-aware wording, account-manager alerts, and a weekly owner view. It’s the difference between a reminder and a follow-up system.
Do you email our customers automatically?
Only with your approval. The system drafts and queues messages; your team reviews and approves before anything sends. You stay in control of the tone, timing, and relationship — nothing goes out that you haven’t okayed.
Will this feel aggressive to our customers?
No. The goal is to get paid faster without damaging relationships. Follow-ups are polite, relationship-aware, and human-approved. Most late invoices aren’t refusals anyway — they’re missing POs, wrong contacts, or approvals stuck internally, which good follow-up surfaces quickly.
Are you replacing our bookkeeper or accountant?
No — we free up their time. The system removes the repetitive chasing and record-keeping so your accounting team focuses on the invoices and conversations that actually need a person.
Can it work with QuickBooks, Xero, Sage, FreshBooks, Zoho, Stripe, or spreadsheets?
Yes. The workflow is designed to sit on top of the accounting tools and email you already use, rather than forcing a switch. We start from your current setup and confirm what we can support in the review.
How quickly can we start?
It begins with a 20-minute Overdue Invoice Review. From there, an initial working setup is typically a matter of weeks, not months — we start small, prove it reduces overdue invoices, then expand.
Collect what you’ve already earned
See where your invoices are getting stuck.
If your team sends invoices and then chases payment by hand, there’s cash sitting overdue that a simple workflow could bring in sooner. A 20-minute review will show you where.