Accounts receivable follow-up you approve before it sends

Accounts receivable follow-up means chasing late invoices on a schedule instead of when you remember. Each week, list what's open, read each customer’s history, draft a reminder in the right tone, and approve the ones that go. An AI employee can do the listing, reading, and drafting. You decide what's sent, and you handle anything that involves an amount.

Which rules should you set before the first reminder?

Write these down. They keep the reminders consistent and spare you awkward calls.

• An invoice counts as late on the due date, or after a grace period you choose.
• Decide how many reminders go out and how far apart, for example a friendly note on the first late day, a firmer one a week later, and a call from you after that.
• Reminders go by email first. Text only customers who agreed to texts, on your own Twilio number, with quiet hours set.
• Anyone with an open complaint, a dispute, a warranty question, or a refund in progress gets no reminder.
• Write-offs, payment plans, late fees, and any change to an amount stay with you.

What is the weekly accounts receivable follow-up routine?

1. The AI employee lists open invoices by age and amount, and flags any payment that doesn't match an invoice.
2. It reads each customer’s history: how quickly they usually pay, the terms they were given, and any note about a problem with the job.
3. It drafts one reminder per customer, in a tone that fits the history, with the invoice number and how to pay or reply.
4. You read each draft, edit it, and approve or reject it. Nothing is sent until you do. A good approval card shows the exact words, the recipient and the reason.
5. Each send, reply and payment is logged on the customer’s record. When the payment arrives, the invoice closes and the reminders stop.

Invoices can be created in Omni Studio or brought in from a CSV file. Stripe and QuickBooks are both available, but a reminder doesn't carry a card payment link yet. The steps below follow one reminder through the routine.

What does a good reminder sound like?

A first reminder might read like this:

Hi Joel, a quick note that invoice 1042 for the furnace repair is past its due date. You can pay the way you usually do, or reply if anything is unclear. Thank you, Dana

A second reminder, a week later, might read like this:

Hi Joel, following up on invoice 1042, which is now a week past due. If something about the invoice looks wrong, reply and I'll look at it today. Otherwise you can pay the way you usually do. Dana

Both name the invoice, say what to do next, and leave room to reply. Neither threatens, and neither mentions fees or collections. Anything about a late fee, a payment plan, or a dispute is yours to decide.

What happens when the customer replies?

What should you do next?

Run the routine on one week of invoices. Read every draft and tally how many you sent as written, sent after an edit, and didn't send. If the edits repeat, change a rule. The invoice follow-up page shows the same flow in Omni Studio. The same idea works at every step of the job: see the contractor follow-up sequence, and the routine for estimates that go quiet. Or open the home services workspace.