Your voice, your cadence
How often to follow up, how firmly, and when to stop. Those rules sit on the board so a reminder never sounds like a different company from last week's.
Payments
Follow up on what is owed, without chasing it by hand.
Overdue invoices stall in a spreadsheet and a WhatsApp chat that nobody owns. A collections board works each one toward payment, in your tone, with the cadence you set.
Firm, on-brand, and never unsupervised.
The invoice is the source
Amount, due date, what is already paid. The agent quotes the record, not a remembered number, and cites it internally so you can see why it said what it said.
A person takes the hard ones
A dispute, a promise to pay next week, a customer who is angry. Those conversations move to a person with the invoice and the full thread, not a tighter script.
Set the rules before the first reminder.
01
Bring the invoices onto the board
The ageing list you already keep, as knowledge the agent may read. Each conversation is a card against an invoice, not a row somebody copies into chat.
02
Write how far the agent may go
First reminder, second, a pause, a hand-off. Never a legal threat, never a promise to waive a fee, unless a person says so on that card.
03
Watch a cycle, then leave it on
Read the first week of reminders. Tighten the tone. Then the board works the list while your team takes the conversations that need a person.
A few things you might be wondering.
Will this sound like collections?
Only if you write it that way. The board carries your voice and your limits. Most teams start with a factual reminder and a person on anything that is not a simple yes.
Can it take a payment on WhatsApp?
If you permit that action and you already have a way to pay. The agent does not invent a payment link. It uses the one on the invoice or hands off.
What if the customer says they already paid?
The agent checks the record. If the record disagrees, it does not argue. It moves the conversation to your team with both claims on the card.
How do we stop reminders after they pay?
When the invoice is marked paid, that card is done. The agent does not keep a side list. The board is the list.
Can we pause collections for a week?
Yes. Pause the agent on the board. The conversations stay where they are, with their history, for your team to handle until you switch it back on.
Start today
Stop chasing invoices in the inbox.
One board, your rules, reminders that stop the moment a person should talk.