Reminders on time, without chasing them yourself.
Every working day the system checks your open invoices in Exact Online and puts the right reminder in Outlook as a draft. You read it and press send.
The problem
Chasing open invoices is work nobody enjoys. Every time, you have to work out again:
- Which invoices are past their due date?
- Who already had a reminder, and when?
- Has anyone paid in the meantime?
- What tone fits this customer now?
The result: reminders go out late or not at all, and your money stays out longer than it should.
How it works: AI writes, fixed rules decide when, you send
Collect
Every working day at 09:00 the system pulls open invoices and customer details from Exact Online. Credit notes, zero-value invoices and blocked customers are left out.
Pick the stage
After the due date your customer gets 7 days of grace. After that, the number of days overdue decides which reminder fits.
Check
The system remembers every reminder, so nobody gets the same one twice. If an email address is missing or invalid, you get a notification.
Write
The AI writes one email per customer in the tone of the stage, with all open invoices, your company name and your signature.
Prepare
The email sits as a draft in your Outlook. With one open invoice, the PDF is attached. Nothing goes out automatically.
Four stages
| Days past due date | What's ready for you |
|---|---|
| Day 8First reminder | Friendly: the invoice may have been missed. With one invoice, the PDF is attached. |
| Day 21Second reminder | Clearer. The email asks for payment or a response. |
| Day 28Third reminder | Urgent. The email says what happens if payment doesn't follow. |
| Day 35Final notice | Fixed text you approve in advance, announcing collection costs. Ready for your review with high priority. |
The AI doesn't write the final notice. That text is fixed, so nothing changes legally without you knowing.
No double reminders, no pile of separate emails
Every reminder is recorded: which invoice, which stage, which day. When a customer pays, the invoice is no longer open in Exact Online and the sequence stops by itself. A customer with several open invoices gets one email with the overview.
An overview every morning
After each run your finance team gets a short report: how many drafts are ready, in which stage, and how much is open in total.
If something goes wrong, like a missing email address, the report says what to fix. The next working day the system picks it up again.
| Item | Today |
|---|---|
| First reminder | 3 drafts |
| Second reminder | 1 draft |
| Third reminder | 2 drafts |
| Total open | €14,350 |
| Missing email address | 1 customer: add in ERP |
What does chasing payments cost you now?
Enter your own numbers. Nothing is sent or stored.
– per year. Calculation:
This is time only. Money that stays out longer than needed comes on top.
Book a call and we'll work it out together.
Installed at your company
The system runs on your own server or in your own cloud environment. We manage and maintain it. The database of sent reminders stays with you.
To write a personal reminder, the AI has to see your customer's name and the open amounts. That's why for receivables we use Azure OpenAI in an EU region by default: that data then stays in the EU. Prefer Claude or another model? That's possible, the workflow stays the same.
In the demo connected to Exact Online and Outlook, and there is a version for e-Boekhouden. Another ERP with an API, such as AFAS, Twinfield or SnelStart? That works too.