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Accounts Receivable | Payment Follow-ups

Outstanding chase that runs itself. Tone-aware. Multi-channel.

Templated payment reminders fire automatically on bucket transitions (0-30, 30-60, 60-90, 90+). Tone adjusts to the customer relationship and history. Email, WhatsApp Business and call queues all integrated. Replies route to the AR inbox.

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Payment Follow Ups

How most teams chase outstanding today

Outstanding chase: a job that always slips a week.

AR teams know which customers to chase. The execution is the bottleneck:

  • Excel ageing report exported on Monday. By Wednesday, half the customers have already paid; the chase email goes out anyway.
  • Reminder email reads the same regardless of customer (small repeat customer or strategic account on a one-off late). Relationship damage at scale.
  • WhatsApp follow-up sent from a personal number. Reply lands on someone's phone, not in the books.
  • Phone call chase tracked in a separate spreadsheet. CFO asks "what did the customer say?", AR team scrolls.

DSO creeps up by a week every quarter. The AR team is working hard; the tooling is the gap.

How it works

From bucket transition to collection.

Step 01

Templated reminders by bucket

0-30 day, 30-60 day, 60-90 day, 90+ day reminders configured per customer segment. The cadence and tone are templated; sales / AR rep can override on a case basis.

Step 02

Multi-channel send

Email and WhatsApp Business, on the customer's preference. Templated WhatsApp messages approved by Meta with your sender ID. Delivery and read receipts captured.

Step 03

Tone-aware language

A 12-year customer with one late invoice gets a different tone than a new customer with three. The template pulls customer-specific context (their PO, last payment, typical cycle) so the reminder reads personal.

Step 04

Reply routing

Customer replies to email or WhatsApp route to the AR inbox. The conversation thread sits on the customer record. CFO can see the dispute trail at any moment.

Step 05

Call queue for high-value

Above a configurable amount or aging bucket, the customer surfaces in a call queue. The rep dials with the context (last 3 messages, last payment, current outstanding) on screen.

What the system does

Capability, input, output.

  • Bucket-driven cadence

    Input
    Aging bucket + customer segment
    Output
    Reminder schedule per customer

  • Email + WhatsApp send

    Input
    Customer contact preference
    Output
    Multi-channel delivery with receipts

  • Tone templates

    Input
    Customer history + relationship age
    Output
    Personal-feel reminder

  • Reply routing

    Input
    Customer reply (email or WhatsApp)
    Output
    Threaded into AR inbox + customer record

  • Call queue

    Input
    Outstanding above threshold
    Output
    Prioritised dial list with context

  • DSO tracking

    Input
    Receipts vs invoices over time
    Output
    DSO trend per customer + portfolio

Compliance + integrations

Reminders that respect the relationship and the law.

WhatsApp Business templates are approved by Meta. PII handling follows the DPDP Act 2023. The audit trail captures every send, every reply, every escalation.

Regulations we work within

  • DPDP Act 2023

    Customer PII handling per the Digital Personal Data Protection Act.

  • WhatsApp Business Policy

    Templated messages approved by Meta.

  • Rule 11(g), Companies Act

    Audit trail across the reminder lifecycle.

Connects to

  • WhatsApp Business Templated reminders + replies
  • Email gateway Per-customer delivery + reply routing
  • Telephony Click-to-call with context (Exotel, Knowlarity)

Payment Follow-ups FAQ

What buyers ask.

Will the reminders sound robotic to a long-standing customer?

No. Reminder templates are tone-aware. The cadence and language for a 12-year customer with one late invoice is different from a new customer with three. Templates pull customer-specific context (their PO number, their last payment date, their typical cycle) so the reminder reads like a personal note. Approve before send, or auto-send for approved templates.

Does WhatsApp work for payment reminders in India?

Yes. WhatsApp Business API is integrated. Templated reminder messages are approved through Meta with your sender ID. Delivery and read receipts captured per message. Customer replies route to your collections inbox; the team picks up the conversation from there.

How do we handle a customer who has a genuine dispute on the invoice?

Disputes are flagged at the customer or invoice level, which suspends the reminder cadence. The dispute trail captures the reason, the AR team's response and the resolution. Once the dispute is closed (paid, credit-noted, or written off), the cadence resumes on the live position.

Can we customise the reminder cadence per customer?

Yes. The default cadence applies to standard customers. VIP, strategic and government-vendor customers can have a softer or custom cadence. Per-customer configuration is at the customer record.

Does this integrate with our existing telephony system?

Click-to-call integrations are live with Exotel and Knowlarity (the two most common Indian B2B telephony stacks). The call surfaces the customer context (last 3 messages, last payment, current outstanding) on the rep's screen. Call notes capture in the audit trail.

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Related features

Set up your follow-up cadence on your top 20 customers.

Connect one entity, free. Configure the cadence per customer segment. The first reminder fires today; the WhatsApp template, the reply routing and the DSO impact all run on your real data.

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