Finance and accounting · Sample scenario
Payment due reminders
For invoices that are due or overdue, the balance status is refreshed, a message is drafted according to the contract rules and sent after approval.
Problem
Tracking open invoices and writing each customer a timely reminder takes a lot of a finance employee's time, and sometimes a reminder goes out for an invoice that is already paid.
How it works today
Once a week an employee exports the receivables sheet, picks the overdue items, writes a separate email to each customer and records the result in the sheet. If a bank payment has not reached the system yet, a wrong reminder can go out.
What this scenario changes
Every day invoices are selected by due date, the balance status is re-read from the accounting system, and the customer and contract rules (dispute, payment plan, contact person) are checked. Where appropriate, AI drafts a short, polite message, the responsible employee approves it and the send is logged in the CRM.
The process step by step
- Due date reached: A daily check selects the invoice
- Balance status refreshed: Latest bank entries are taken into account
- Customer and contract rules: Dispute, payment plan, contact person
- Can a reminder be sent?: Invoice is open, no dispute and no payment
- Draft message: First stage, polite tone
- Responsible employee approval: Text and recipient are checked
- Reminder sent: Email to the approved address
- Result logged: Contact history in the CRM
Exception path
- Sending stopped: The case is shown to a finance employee
- Reminder not sent: The reason is logged in the CRM
The role of AI
Writes a short, polite draft message based on the invoice data and reminder stage. It takes the amount and date only from fields that come from the system.
Human approval and exceptions
The responsible employee approves the message before it is sent. If the invoice is disputed, paid or on a payment plan, sending stops and the case is shown to the employee.
Frequently asked questions
If the payment was made today, does the customer still get a reminder?
The status is re-read right before sending. If the payment has reached the system, the process stops; if the bank entry is delayed, the message includes the line “if you have already paid, please disregard”.
Are messages sent automatically?
No. The responsible employee approves the draft; the system then sends it.
How is a disputed invoice marked?
With a dispute status in the accounting system or the CRM. Invoices with this status do not enter the reminder list.