Chasing, carefully
Pallet & Pine makes oak furniture for shops and hotels, on 30-day terms. Chasing overdue invoices was one person's Friday afternoon, and the hardest part wasn't writing the emails: it was remembering which customers were in the middle of a dispute.
“One wrong reminder to a hotel that's waiting for a replacement chair, and you've lost the account,” says Lena Hoffmann, finance manager.
Read first, then write
The Overdue invoice follow-up agent runs every morning. It lists invoices more than 14 days overdue in QuickBooks, then reads each customer's last emails in Gmail before drafting anything. If there's an open dispute, it holds the reminder back and says why.
Lena approves the batch in one go. Most mornings that's seven reminders and one or two held back.
It never emails a customer who's already disputing. That was the line we needed before turning it on, and it has held every single day.
Month end in two days
A second agent checks every recurring invoice went out, flags missing accruals and drafts the close notes into Drive. The month now closes in two days instead of five.
Sample story: Pallet & Pine is an invented company. Replace this file with your own customers' stories.