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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 and call queues integrated, with the customer portal carrying the invoice and its payment link. 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.
  • Follow-up sent from someone's personal mailbox. The reply lands there, 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.

What the system does

Capability, input, output.

  • Bucket-driven cadence

    Input
    Aging bucket + customer segment
    Output
    Reminder schedule per customer

  • Email 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
    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.

Personal data in a reminder is used for the collection it was collected for and nothing else, which is the PDPA position and also the one that keeps a chase from reading as harassment. The audit trail captures every send, every reply and every escalation.

Regulations we work within

  • PDPA 2012

    Customer contact data used for the purpose it was given for.

  • Audit trail

    Every send, reply and escalation retained against the invoice.

Connects to

  • Email gateway Per-customer delivery + reply routing
  • Telephony Click-to-call with the customer context on screen
  • Customer portal The invoice and its payment link, in one place

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.

We collect from customers across the region. Does the cadence handle that?

Yes, and it is where an automated cadence earns its place. Reminders go out on the customer's working week rather than yours, which matters when your Indonesian and Vietnamese customers do not share a Friday with you, and the amount is stated in the invoice currency rather than translated, because a customer asked to pay a converted figure will pay a different one.

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 surface the customer context, the last few messages, the last payment and the current outstanding, on the rep's screen before the call connects. Call notes capture in the audit trail. Ask us which telephony stacks are live today and we will tell you straight.

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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, and the reply routing and the DSO impact run on your real data.

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