Operations · Worked example

Chase overdue invoices.

Prepare the right reminder after checking whether the invoice still needs paying.

An illustrative workflow to help you decide where to start. The right setup depends on your software, data and rules.

Try a workflowIllustrative example

The starting point

Chase overdue invoices

Example invoice: £240 outstanding, due last Friday. Payment records are available.

Try an exception

You keep the final say

Explore the example, then try an exception to see where a person steps in.

Sample data. Nothing is sent, booked or purchased.

What you need: Accurate invoice and payment records, agreed payment terms and a way to record disputes.
What stays with you: Your team handles disputes, payment plans and changes to terms. The workflow does not move money.
If something goes wrong: Pause reminders when payment data is unavailable or a dispute is open. Ask a person to check.
What to measure: Overdue invoices, manual chasing time and incorrect reminders.
Where AI helps: Dates and balances can use fixed rules. AI may help draft a reply for review.
Check your existing software: Xero already offers invoice reminders. Check your accounting software before commissioning a custom workflow.

Check whether the tools you already use can handle this. A connected workflow helps when information, decisions or follow-up get lost between them.