Overdue invoices get a reminder on the schedule you set, by email and text, with a copy of the invoice and a link to pay online. The tone firms up as an invoice ages, and anything that needs judgement comes to you.
Free · 20 minutes · You talk to Syed · Scoped before anything is built
How it runs
Collections Running
Paid, and the reminders stop
An invoice passes its due date
QuickBooks Online or Xero is checked every morning against the schedule you approved.
The AI writes the right reminder
Tone matched to how late it is and who the customer is, with the invoice attached and a payment link.
Replies are read and handled
Copy requests answered, “we already paid” checked, and disputes or requests for more time sent to you.
Paid, and the reminders stop
The payment is recorded against the invoice, the sequence closes and your weekly summary updates.
A scripted walk-through of a typical collections conversation — press play.
Overdue invoice to paid
Daily check · INV-2318 to Lakeview Property Management is 15 days past due · no payment, no reply, no dispute on file
Looks good. Send it.
Hi, I don’t think we got the original. Can you send a copy? Our AP team needs the PO number on it before they can pay.
Here’s a copy of INV-2318 with your PO 7730 on it, plus a link to pay online. Reply here if anything looks off. (Kestrel’s AI assistant)
Thu 10:12 am · INV-2318 paid in full online by Lakeview Property Management
Overdue to paid in 26 hours. Copy sent 40 s after she asked, with one tap from the owner.
Set this up for my businessA typical schedule: a heads-up before the due date, a friendly reminder at 15 days, a firmer one at 30, then a call from you. We write each message with you and set a VIP list for customers who get a personal touch.
The AI reads aging and recent payments from QuickBooks Online or Xero and queues only the reminders that are due. A customer who paid last night isn’t nudged this morning.
A request for a copy, a PO number or a new payment link is handled in seconds. A dispute, a request for more time or an unhappy customer pauses the sequence and comes to you with the whole thread.
At the stage you choose, the AI stops writing and creates a task for you, with the full history. Payment plans, late fees and write-offs are always your decision.
Works with the tools you already use
Connected through official APIs where available. Names and logos are trademarks of their owners; no affiliation implied.
Reminders go out at reasonable hours in the customer’s time zone, with a cap on how many any invoice receives. No threats, no false urgency and no messages to anyone but the billing contact. The tone gets clearer as an invoice ages; it never gets rude.
A reminder about an invoice the customer already received is transactional. Under CASL it doesn’t need separate consent, but it still names your business and offers an opt-out. In the US, texts go only to customers who agreed to receive them, in line with TCPA rules.
Disputes, hardship, payment plans, late fees and write-offs go to you with the full history. The AI prepares the decision; it never makes it.
Messages carry the invoice number, amount due and a link, not job details someone wouldn’t want on a lock screen. We use standard app authorization you can revoke, store only what the workflow needs and design around PIPEDA.
About 120 invoices a month, from support plans and project work. Roughly a third are paid late. Today the office manager works through the aged receivables report every Friday and writes each reminder by hand.
About 1.5–2 hours a week back for the office manager (estimate)
Estimates use typical volumes and include a 20% allowance for overlap and ramp-up. Your audit measures the real numbers.
Most late payments aren’t refusals. The invoice went to the wrong inbox, accounts payable needed a PO number, or it slid down someone’s list. A short, friendly reminder clears most of them.
The trouble is sending it. Asking for money feels awkward, so the reminder waits until Friday, then next month. By then it has to be firmer, and the conversation is harder for everyone.
Every morning the AI checks your receivables in QuickBooks Online or Xero. When an invoice reaches a stage in the schedule you approved, it sends the reminder: friendly at first, clearer as the invoice ages, always polite. Each message comes from your business, with a copy of the invoice and a link to pay online.
When a customer replies, the sequence pauses. Requests for a copy or a fresh payment link are answered right away. “We paid on Tuesday” is checked against your books; if it hasn’t landed yet, the reminders hold for a few days. A dispute or a request for more time comes straight to you. When the payment arrives, it’s recorded against the invoice and the remaining reminders are cancelled.
If invoices are still built by hand, QuickBooks AI integration can create them from finished work, so one flow carries an invoice from job done to paid. AI bookkeeping keeps the rest of the books current.
The AI sends reminders and answers routine questions. It doesn’t agree to payment plans, waive late fees, write off balances or send accounts to an agency. Those decisions stay with you, with the full history in front of you.
In the first weeks, you approve each reminder before it goes out, usually with one tap in Slack or email. Once the wording feels right, you can approve in batches or let routine stages run on their own.
Every engagement is scoped on a call. You’ll know the cost before anything is built.
Last updated October 7, 2026
Not if they’re written well and sent at a sensible pace. You approve the wording for every stage and keep long-standing customers on a VIP list that gets a personal note from you instead. Any reply pauses the sequence.
The reminders stop and the dispute comes to you with the invoice and the whole thread. The AI doesn’t argue, negotiate or promise anything; it tells the customer someone from your team will be in touch.
No. It collects what the customer is asking for and passes it to you to decide. If you approve a plan, the AI sends the agreed schedule and a reminder before each instalment.
Generally yes, with care. In Canada, a reminder about an invoice the customer already received is transactional under CASL, but it must still name your business and include an opt-out. In the US, we text only customers who agreed to receive texts, in line with TCPA rules.
No. These are your own reminders, sent in your business’s name to customers you already work with. If you ever hand an account to an agency, that’s your call, and you’ll have a clean history to give them.
It depends on how many invoices you send and which tools are connected. We scope it on a short call and give you a fixed build price and a clear monthly running cost before anything is built.
Bring your call volume, your tools and the part that annoys you most. In 20 minutes you’ll know what it would take — and whether it’s worth doing.
Free · 20 minutes · You talk to Syed · Prefer email? muhammad@sadaat.ca