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Prepare invoices and chase overdue accounts
Sort the jobs ready to invoice from the ones still missing paperwork, then chase the overdue accounts to the rules your office approves.
Choose this office job and we build it around your process, systems, permissions and approval steps.
What it costs you now
The job finishes on site and then sits. Nobody raises the invoice until someone has time to check the timesheet, the photos and whether the job was actually closed off, and by then it is next week. The invoices that did go out age quietly, because chasing them means opening the accounts file, working out who has already paid, and writing an awkward message to a customer you want to keep.
What it does
When a job is closed off, the agent checks it against your own invoice-ready rules: is the work signed off, are the timesheets in, is the paperwork attached. Jobs that pass become invoice drafts in your accounting system. Jobs that fail are held with the missing item named, so the office knows exactly what to go and get. On the overdue side, it reads the accounts and matches payments and credits so nobody gets chased for money they have already paid, then drafts the next reminder in the sequence your office has approved. Anything with a reply, a dispute or an unusual amount attached stops and waits for a person.
- Sort the closed jobs It separates the jobs ready to invoice from the ones missing close-out evidence, and names what is missing on each.
- Match the money first Before starting any reminder, it checks payments, part-payments and credits so no paid account gets chased.
- Draft, then ask The invoice and reminder drafts come back in one message for approval, with disputed or unusual accounts pulled out and held.
- Stop on any reply A reply, a payment or a dispute ends the sequence and hands the account back to a person, with the reason recorded.
You ask for the money picture. It hands one back.
You ask in WhatsApp
Today
It hands back
MONEY OWED
Who hasn’t paid
- ✓Checked close-out requirements before preparing an invoice
- ✓Matched payments and credits before starting a reminder
- ✓Stopped the sequence on a reply, dispute or payment
INV-2048 · 31 days$6,840Reply disputed · held
INV-2061 · 18 days$4,260Reminder drafted
INV-2074 · 9 days$3,790Reminder drafted
3 more accounts$3,530Cadence checked
A list of who owes what, with the invoice drafts, the reminder drafts and the disputed accounts kept apart.
Illustrative example. Names, numbers and records are made up.
What changes for the business
A clean picture of who owes what, with the safe reminders written and waiting for your yes and the awkward ones already pulled aside.
- Nothing waits on someone having a spare hour
Invoicing starts when the job closes, not when the office next gets to the accounts file.
- The awkward ones are visible
Disputed and unusual accounts are separated out with the reason attached, instead of hiding at the bottom of the ageing list.
- The chasing stops being personal
The office approves the wording and the timing once, and the routine reminders go out the same way every time.
What it is connected to
It reads your job system and your books.
These are the systems this office job usually touches, not a required stack. Money office jobs get mapped especially carefully. We confirm your systems, what the agent may read and what it may never change, in writing, before it runs.
- ServiceM8 or Simpro The job, its close-out status and the timesheets that gate the invoice.
- Xero Raises the invoice draft, and reads invoices, payments and credit notes to work out what is genuinely outstanding.
- Your email Customer replies on an account, and the reminder that goes out.
- Stripe, where you take card payments Checked so a paid account is never chased.
- WhatsApp Where the drafts arrive for approval and the held accounts are reported back.
The boundaries come with the office job
It prepares the money work. It never moves the money.
What starts it, what it may read, what it may write, who approves, and where it stops. Written down before the office job runs.
What it will not doIt does not decide what a customer owes and it never takes a payment. Disputed, unusual and high-value accounts stop and go to a person, and no invoice or reminder leaves the business until someone approves it.
- Trigger
- A job closes, an invoice reaches an agreed due date, or the office asks for a receivables check.
- Reads
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- Job close-out status
- Invoice and payment records
- Customer replies and dispute notes
- Writes
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- Invoice drafts
- Reminder drafts
- Accounts-receivable exception list
- Approval
- Sending rules are agreed per business; disputed, unusual or high-value items always return to a person.
- Stops when
- The invoice is paid, a customer replies, a dispute is raised or the approved reminder sequence ends.
- Exception path
- Missing close-out evidence, mismatched payments and disputes are held with the reason shown.
- Audit evidence
- The ledger records the job, invoice, payment check, message version, approval and every stop reason.