Chasing money is the job everyone in a small business agrees is important and nobody does on time. It is uncomfortable, it is easy to postpone, and the longer it is postponed the more uncomfortable it gets. The work is not hard. The work is remembering, and being willing.
Part of the practice management platform above, not a separate system.
Overdue invoices used to surface when someone had a quiet afternoon. This tracks who owes what, drafts the chase on a schedule, escalates when it is ignored, and stops once a payment is seen. Like everything else the platform sends, a person presses send.
The debt list is read from the accounting system on a schedule rather than maintained by hand, so it reflects the last sync rather than whenever somebody last updated a spreadsheet.
The same polite email four times is not a sequence. The tone and the channel change as the debt ages.
The fastest way to lose a client is to chase them for money they already paid.
If a debt ends up somewhere formal, what matters is being able to show what you sent and when.
Most of the value in a system like this comes from the systems it talks to, and most of the risk does too. Each connection is scoped to the access it needs for the job.
The path a piece of work takes through the system, start to finish.
Invoices, payments and credits come from the accounting system on a schedule. Nobody maintains a separate list, so there is no separate list to be wrong.
Each unpaid invoice is aged and weighted, so attention goes to the oldest and largest rather than to whoever happens to be top of an alphabetical list.
The first contact is a reminder rather than a chase, and the tone and channel change as the debt ages. Each message is drafted into the same review queue the rest of the platform uses, so nothing reaches a client without someone reading it.
A payment ends the sequence at the next sync. A reply pauses it and puts the thread in front of a person, because an automated follow-up to a client explaining their situation is worse than no follow-up. A payment landing between two syncs can still see one more chase go out.
Each message is kept against the client and the invoice, so the history is recoverable without anyone searching a mailbox.
The problems that decided how this was built. They are the reason it works the way it does rather than the obvious way.
Payment chasing is the one automation where being slightly wrong is expensive. Chasing a client who paid last week, or sending a firm reminder to someone who has just explained a bereavement, costs more than the invoice.
The system is built to stop rather than to draft. A payment ends the sequence without anyone intervening, a reply pauses it, and clients in dispute or on a plan are excluded by configuration rather than by someone remembering. Every edge case goes quiet and waits for a person, and a person sends every message regardless.
Chasing that gets drafted on time, without the failure mode that makes people turn chasing off.
We don’t publish screenshots, logos or client names for this work. Much of it runs inside a business and handles sensitive data, so we describe what was built rather than who it was built for. We’re happy to walk through the detail on a call.
Every build on this page started as a workflow that off-the-shelf software nearly handled. Tell us where the gap is and we’ll scope what it takes to close it.