Invoice follow-up, done for you. Human, polite, persistent.
We follow up on every B2B invoice before and after its due date, by email and phone, as your company. You stop chasing payments; your customers get a professional, consistent experience.
Reminder emails don’t fix stuck invoices. People do.
Every accounting tool can send an automatic reminder. Yet late payment keeps rising: 59% of US small businesses now have invoices more than 30 days overdue, according to the QuickBooks 2026 late payments report.
The reason is simple: most late invoices are not ignored, they are blocked. Someone has to find out what is blocking them and remove it.
What usually blocks payment
- The invoice went to the wrong person or a shared inbox
- A purchase order number or approver is missing
- The customer requires upload to a supplier portal
- A quantity, price or delivery question nobody answered
- A vendor form, W-9 or bank-detail confirmation is pending
- The customer’s payment run is weekly or monthly and the invoice missed it
A rhythm your customers will recognize and respect.
A typical cadence for net-30 invoices. We adapt it to your terms, invoice sizes and customer relationships.
7 days before due
On larger invoices, we confirm receipt, approval and the scheduled payment date.
On the due date
A courteous reminder with the invoice attached and payment options.
3–10 days overdue
Email and phone follow-up to identify any blocker and secure a payment date.
Beyond 30 days
Escalation to the decision-maker you approve, and a joint review of next steps with you.
Everything a great AR specialist would do.
In your name
Messages sent from an inbox on your domain or a shared mailbox you control, with templates you approve.
Calls, not just emails
We pick up the phone when an invoice is stuck, reach the right AP contact and get a clear answer.
Every promise tracked
Payment dates are logged and checked. If a promise is missed, we follow up the next business day.
Disputes routed fast
When there is a real issue, the right person on your team gets the facts and a proposed fix.
Portals & paperwork
Supplier-portal uploads, vendor forms and statements of account handled for you.
Weekly report
What was done, what was promised, what was paid and what needs your decision.
Firm, friendly and always on-brand.
Your customers should feel helped, not hounded. Every template is reviewed and approved by you before we use it.
- Clear subject lines with invoice number and amount
- One specific ask per message
- No threats, no pressure tactics
- Escalation only along the path you approve
Example, 5 days past due
Subject: Invoice 2318 ($8,450) quick check
Hi Dana,
I’m following up on invoice 2318 for $8,450, which was due on March 14. Could you let me know whether it has been scheduled for payment, or if anything is needed on our side, a PO number or a portal upload, for example?
Thanks for your help,
Alex, Accounts Receivable, [Your Company]
Questions about invoice follow-up
Do you call our customers, or only email them?
Both. Email handles routine reminders; phone calls are used when an invoice is stuck or a promise is missed. We call during your customers’ business hours and never use automated or prerecorded calls.
How do you introduce yourselves to customers?
As your accounts receivable team, under your company’s name, unless you prefer us to say we are an outside partner. You choose, it is part of the playbook.
What happens when a customer disputes an invoice?
We log the dispute, gather the facts (PO, contract, delivery proof), send them to the right person on your side with a proposed resolution and follow up until the invoice is corrected or confirmed.
Can you work our older, 90+ day invoices?
Yes, we can review and follow up on older balances as part of an aging clean-up. If an account needs formal collection or legal action, we will tell you and hand over a complete history so you can decide on next steps.
Is this the same as a collection agency?
No. We act as an extension of your finance team on current and recently overdue B2B invoices, in your name, for a flat monthly fee. We do not take a percentage of payments and your customers always pay you directly.
Guides on this topic
Let’s get you
paid on time.
Book a free AR review. We’ll look at your receivables with you and show you what’s overdue, why it’s stuck and what we would do first.