Reducing debtor days by 40% with automated invoice chasing

This firm had clients at 60, 90, even 120 days overdue. Not because they were refusing to pay. Because nobody had chased them properly. Chasing invoices felt uncomfortable. Staff found reasons to deprioritize it. Partners knew the outstanding balances were a problem but were reluctant to push on long-standing client relationships. The practice was carrying significant unpaid revenue and doing nothing consistent about it.

The other issue was visibility. There was no consolidated view of what was outstanding, how long each invoice had been overdue, or whether any follow-up had been attempted. Some clients had been chased once and quietly dropped. Others had not been contacted at all. Collection depended entirely on whoever happened to notice.

Day 7 after an invoice is due: a warm, professional reminder goes out automatically. Day 14: a firmer follow-up. Day 21: the relevant partner is flagged with the full history: invoice amount, days outstanding, communications sent, and a suggested next action. Nobody writes these messages. Nobody decides when to send them. They go out for every invoice, every time, without anyone on the team initiating it.

A live dashboard shows every outstanding balance across all clients: amount, days overdue, and where each invoice sits in the sequence. Partners see only what genuinely needs their attention. Everything else runs.

• Average debtor days reduced by 40% within the first three months
• Staff completely removed from first and second-stage chasing

The partners still make calls when a client relationship warrants it. The difference is they are choosing to, not reacting because something slipped through.