Use case · Customer-facing
Overdue invoices chased by email and WhatsApp with reminders written for each customer
A daily workflow pulls open invoices and their ageing from the accounting system, applies your sequence (reminder at due date, +7, +14, call at +21), and asks an agent to write each message for that customer — tone by relationship and history, language by customer, invoice details and payment link included. Email goes through your mailbox; WhatsApp through the Business API with approved templates. Replies land with a person; promises to pay are logged against the invoice.
- Who it is for
- Finance teams and accounting firms with hundreds of open invoices, customers who respond on WhatsApp more than email (Latin America especially), and a collections process that runs from a spreadsheet.
- Systems involved
- QuickBooks Online / Xero / Alegra / Siigo / NetSuiteGmail / OutlookWhatsApp Business (Meta API)AI Workflows agentTeams / Slack
How the run goes
5 steps · logged per run
- Trigger01
Daily 09:00
Open invoices and ageing
- Agent02
Write each reminder
Customer, language, tone, stage
- System03
Send by email or WhatsApp
Per customer preference
- Person04
Handle replies
Disputes, promises, questions
- System05
Log to the ledger
Promise date, dispute flag
How it runs, step by step
- 1
A schedule pulls open invoices with due dates and customer records from the accounting system, and the customer's channel preference and language from the CRM or a table.
- 2
For each invoice at a sequence step, an agent drafts the message within your rules — factual, polite, with the invoice number, amount, due date and the payment link — in the customer's language. Customers on a dispute flag or a payment plan are skipped automatically.
- 3
Email is sent from the collections mailbox; WhatsApp through the Business API using pre-approved message templates for the first contact and free-form replies within the 24-hour window. Each send is logged against the invoice.
- 4
Replies are read by an agent that classifies them — paid, will pay on a date, dispute, question — and either logs the promise date, flags the dispute to the account owner, or hands the conversation to a person in Teams with the context.
- 5
A weekly collections summary shows ageing movement, promises kept and broken, and the invoices that need a call.
Limits — what this does not do
- WhatsApp first contact requires Meta-approved templates; free-text is only within the 24-hour reply window.
- The agent writes within your rules; it never negotiates a discount or a plan — those go to a person.
- Legal collection notices are templates you approve, not generated text.
Questions about this process
They get a message that reads like your team wrote it, at the stage you set, in their language, and a person answers when they reply. The sequence is yours; many teams stop automated reminders after the second and switch to a call task.
Yes, through the WhatsApp Business API with approved templates; Portuguese and Spanish messages are written natively, not translated.
It includes the payment link from your provider; it doesn't process payments itself.
Related use cases
Build this on your systems in a guided sandbox.
Tell us the process; after a 30-minute call the sandbox is ready from 24 hours, and we build the first run with your team.