The wrong chase costs more than silence
Your overdue list says who owes money, but the mailbox says who replied and the bank feed says who paid. Someone has to join those facts before every reminder or risk chasing a customer who already acted. This is for US companies with 10–200 people and a live vacancy for an Accounts Receivable Specialist, Collections Specialist, Collector or Patient Account Representative.
What stops being done by hand
- The overdue list is already aged and ready for today’s work.
- Each account reaches the right step in your chase schedule using your approved wording.
- A real reply stops the chase immediately.
- A payment or part-payment stops or changes the next contact before it goes out.
- A promise to pay stays quiet until the agreed follow-up date.
- A disputed invoice goes to the person who can resolve it, not back into the chase queue.
- Statements are ready on your chosen cycle.
- Your weekly review starts with what came in, what moved and what remains stuck.
The desk prepares these; your people approve them before anything takes effect:
- Accounts that reach your contact limit arrive with the right internal owner already named.
- A payment plan can be drafted from your rules, but it waits for a person to agree it.
What stays with your people
No customer who paid on Friday gets chased on Monday. Payments, part-payments, replies, promises and disputes all hold the next message.
No surprise fee reaches a customer. Interest and late charges remain outside the desk because they create a contractual liability.
No old template turns into a legal threat. Wording that threatens proceedings, collection action or statutory charges is refused even if it sits in your approved files.
No relationship is negotiated by a workflow. Settlements, service disconnection, credit reporting and repossession stay with authorized people.
Works with what you already run
Receivables and payments can come from QuickBooks Online or Xero, contacts from HubSpot, and replies or promises from Gmail or Outlook. Chases, escalations and payment plans are written as drafts first in your wording. We can usually connect to systems with an API, a supported integration or a reliable export. We confirm access before proposing.
How the first two weeks go
Choose one collections leak, such as preparing overdue reminders with every hold condition applied, for a fixed-price pilot. We confirm ledger, mailbox and contact access first; your ten-business-day pilot then runs on your records read-only and prepares messages without sending them. You compare the chase list and held-back list with tests agreed on day one and make the go or no-go decision. You keep the configured workflow, wording map and evidence in your own account.