Money & collections
Chasing what you are owed
Drafted by the assistant, sent only by you
Chasing money is the job everyone postpones, because every message is a small negotiation with a relationship you want to keep. The drafting is the uncomfortable part, and it is the part that can be done for you.
- Knows exactly who owes what, without a spreadsheet
- Writes a different message for thirty days than for ninety
- Every single message approved by a person first
- Stops chasing the moment an invoice is settled
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Today
A receivables list everybody avoids, chased hardest when cash is tightest and not at all otherwise.
With this running
A short approval queue twice a week, and a receivables age that stops drifting.
It asked, it waited, and it said so meanwhile
Silence is never read as approval, in either direction
Step by step
What actually happens
- Assistant
Reads which clients have outstanding invoices and how overdue each one is.
- Assistant
Plans the run, then drafts a different message per bracket — a gentle nudge at thirty days, a firmer one at ninety.
- Assistant
Stops. Every message sits in the approval queue with the client's balance and history attached.
- Your team
Reads eleven drafts, edits two, rejects one for a client mid-dispute, approves the rest.
- Assistant
Sends the approved messages and notes each one against the client.
01 / 03
This is the case approval gates were built for
A collections message is high-consequence and low-urgency: getting one wrong damages a client relationship, and waiting two hours for a person to glance at it costs nothing at all. So the sending action is gated. The assistant does everything up to the send — reading balances, judging the bracket, writing to your tone — and then stops.
- Each draft shown with the balance and the engagement behind it
- Edit before approving, and your words are what goes
- Rejecting one does not halt the rest of the run
- An unanswered approval expires — silence never sends
02 / 03
It knows who not to chase
The fastest way to make automated collections a disaster is to chase somebody who has already paid, or who is mid-dispute, or who agreed a payment plan last week. Because it reads the live balance and the engagement state at the moment it drafts — rather than working from a list exported on Monday — those clients simply are not in the run.
03 / 03
A ceiling it cannot argue its way past
A run like this has both a spend ceiling and a wall-clock limit. If a client's records are tangled enough that it keeps digging, it stops at the ceiling and flags the account for a person rather than working through the night on one confusing case. It always says why it stopped.
How this is put together
The same building blocks every assistant is made of. Nothing here is bespoke to this scenario.
What starts it
A schedule — Every Tuesday and Friday morning
Where it runs
What it can do
- Checked the time
- Checked what a client owes
- Read a client summary
- Checked where an engagement had got to
- Planned out the steps
- Replied— needs your approval
- Added a note
What it uses
Needs
An account running the matching industry module — the tools above come with it. See the modules
Every action above is a real capability, and every run keeps a record of which ones it used. How the engine holds this together →
More like this
Other things it does
Renewals that never sneak up
Sixty days out, thirty, seven — automatically
A renewal missed by a week is a fine and an apology. A renewal raised sixty days out is revenue, and the only reason it does not happen is that somebody has to be watching a spreadsheet of dates.
Learn moreThe documents you are still waiting for
Chased individually, by name, until they arrive
Nothing stalls professional services like paperwork nobody has chased. The client is not refusing — they have forgotten which two of the nine documents they still owe you, and so, quietly, have you.
Learn moreThe thank-you nobody remembers to send
Paid, acknowledged, and the next step offered
The silence after a customer pays is short but it is the wrong kind of silence — they have just handed over money and heard nothing back, which is exactly when doubt arrives.
Learn moreWhere this runs
The channels this scenario works on, and the industry module it belongs to.
Would this work for how you actually operate?
Tell us the scenario you have in mind. If it needs a building block we do not have, we would rather say so than sell you a demo.
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