F3Finance and administrationOverdue receivables and reminders
Payment reminders: who is really late, and the right letter
Tells who is really late, with what the bank shows paid taken out, and drafts the right letter for each client with the late-payment interest to the day.
The problem
Chasing a client who has already paid is a mistake you only avoid by looking at the bank. Before the letters you need to know who is really late, where each reminder stands and what the late-payment interest comes to per day.
Who it is for, and when
- Who it is for
- Whoever runs the office of a 5–50 person firm, and the accountant's studio that chases payments for its clients.
- When
- Every week, on Friday, with the open items and the last days of the bank export; at month end, before paying overdraft interest on money your clients owe you.
What you give it, what you get
You give it
The management software's open items (CSV or Excel) or the invoice XMLs, the last days of the bank export (CSV, Excel or camt.053), the reminders already sent and the client registry with e-mail and PEC — together in one ZIP if you like.
You get
The first line with who already paid, the reminders, the formal notices and the lawyer; the aging by bucket; for each client the right letter with the interest to the day (.eml drafts, DOCX, PDF); the list for the lawyer; two CSVs, one to upload again next week.
How it works, in three steps
- Upload the open items and the bank export, with the reminder log if you keep one
- Read who not to chase and the letters proposed
- Approve and send the drafts from your own PEC and e-mail
On its own, in a flow. Connect it to the «Solleciti della settimana» flow: every week you upload the files, get the letters to approve with a single ok and, once approved, the drafts ready to send; the reminders CSV moves each client up one rung next time.
The rules it applies
In the agent's own words: what it checks and what it never does.
- Never chases what the bank shows paid
- Late-payment interest to the day, semester by semester
- Letters as drafts behind one approval — never sent
- Read-and-recommend only. The agent never moves money.
A real example
A case from the demo catalogue, with anonymised documents.
Friday: twelve clients late, three have already paid
On Friday 25 September Acme Impianti's office puts the usual files into one ZIP: the clients' open items exported from the gestionale (16 overdue invoices of 12 clients, 61,400 €), the home banking movement list of the last two weeks, the reminder log with its outcomes and the client registry with e-mail and PEC. The gestionale does not know that three clients have already paid by a transfer with no invoice number — Costruzioni Bianchi two invoices at once —, that Zanetti and Market Borgo Panigale did not answer the second reminder of early September, and that Ediltecnica Cavazza let August's formal notice expire.
The recorded result
12 clienti, 61.400,00 €: 3 già pagati (non sollecitare), 6 promemoria cortesi, 2 messe in mora (interessi 1.213,25 €), 1 al legale
real time 43 s13 credits
Frequently asked questions
Do the reminder letters go out on their own?
No: they are drafts — e-mail or PEC — behind a single OK, never sent by the agent. It never chases anyone the bank shows has paid, and works out late-payment interest per day, half-year by half-year.
What does it cost, and how long does it take?
Usually 9–19 credits a week (≈ €0.37–0.78) and up to 2 minutes. It depends on the receivables list: more clients and more notes to read cost more; matches, rungs, interest and letters are code. The recorded example cost 13 credits in 43 seconds.
Can it run on its own, in a flow?
Connect it to the «Solleciti della settimana» flow: every week you upload the files, get the letters to approve with a single ok and, once approved, the drafts ready to send; the reminders CSV moves each client up one rung next time.
Who checks what the agent did?
You do — and it takes a minute, not an afternoon. Every run is a trace: the live timeline, each tool call, each document read, the cost per step, the confidence and sources. Actions that leave the building wait for your approval. The platform never sends, never touches a live store, never moves money.
Where does my data live, and how do you handle GDPR?
Your data is stored in the EU, on one server in Germany. The EU/US data-region setting limits which models an agent can be saved with, not where your data is stored. A no-retention mode and a local runner on your own machine are available. Your plan sets how many days your data is kept — you can change it — and when they run out it is deleted automatically. You download each run's results and delete files, agents and connections in the console; an owner deletes the whole workspace and each person their own account from Settings. The “Your data” page names the services that handle your data.
Related agents
- F1Supplier invoice checkAn invoice has arrived — the SdI XML, a foreign supplier's PDF, a paper one. Before you register or pay it, it tells you whether the figures add up, what is odd and what you must do: withholding, VAT to integrate, stamp duty.
- F2Bank reconciliation and open itemsTells who has really paid and what is really open, from the bank export and the management software's open items.
- F4Monthly report and cash forecastThe month on one page — turnover, collections, overdue, cash, the VAT of the 16th — and the week the account goes below zero, from the files the firm already has.
Try it on your own documents
The demo shows the recorded cases without an account; with your own workspace you run it on your files.