The whole mechanism,
in order.
No part of this is hidden from you and no part of it is clever. It reads a list, it makes a call, it writes down what happened. The care is in where it stops.
What it reads
Approved invoices in Xero or MYOB, past due by the number of days you set.
Only approved invoices
A draft is not a debt. Nothing that has not been approved and sent is ever on the list.
Only past your threshold
You set the number of days. Seven, fourteen, thirty, whatever suits how you trade.
Only what you can see
The list is visible before it dials. Take an invoice or a whole customer off it at any time.
What it says
The script is yours and you approve it before the first call. This is the shape of it.
CustomerHello?
EllaGood morning, this is Ella calling from Northbridge Joinery. Is now a good time?
CustomerYes, go ahead.
EllaThank you. I am calling about invoice 1055 for $3,460, which is 22 days past due. I wanted to check whether it had been missed.
CustomerI thought that one had already been paid.
EllaIt may well have crossed with us. Nothing has come through on it yet, so I will note that you believe it has been sent and somebody will check at our end.
EllaThank you very much for your time.
CustomerHello?
EllaGood afternoon, this is Ella calling from Northbridge Joinery. Is now a good time?
CustomerSure, go ahead.
EllaThank you. I am calling about invoice 1055 for $3,460, which is 22 days past due.
CustomerI do not think I ever received that one.
EllaThat would explain it, and I am sorry about that. I can text it through to you right now if that would help.
CustomerYes please, that would be good.
EllaSent, it should be with you in a moment. I will note that it was resent today so nobody chases you again in the meantime.
Where it stops
This is the part worth reading twice. An agent that kept going would cost you more than the invoice.
A dispute
The moment the customer says the work was wrong, the amount is wrong or the invoice should not exist, the call becomes a message. The agent takes what they said and emails your accounts inbox. It does not argue the point.
Hardship
Somebody saying they cannot pay is not a negotiation the agent is allowed to have. It takes the message and hands it to a person.
Anything it does not know
It has your invoices, not your history. Asked something outside that, it says so rather than guessing, and passes the question on.
A second call
One call per invoice per cycle. Ringing somebody repeatedly is what turns a reminder into harassment, and there is no setting here that will do it.
Build one and listen.
Five questions and you will have heard the call it would make for your business.