Follow up overdue invoices without the spreadsheet.
An invoice passes its due date. Someone needs to notice, check whether the customer has paid or disputed it and send the right reminder. The workflow does the daily check and prepares the reminder. Key accounts and disputes go to a person first.
Free 60-minute workshop, no obligation. If your accounting system already handles this, we’ll say so.
Reminders depend on one person, so they go out late during busy weeks and holidays.
A customer gets a reminder for an invoice they paid yesterday or disputed last week.
An automatic reminder reaches a customer that the account manager is negotiating with.
The right reminder, at the right time.
An invoice is two weeks past its due date. Someone needs to notice it, check whether the customer has already paid or disputed it, and send the right reminder.
The manual work
Exporting open invoices, checking each one against payments and customer notes, and writing reminders one by one.
What KajoAI can build
An n8n workflow that checks overdue invoices every day, prepares a reminder based on your rules and sends it. Key accounts and disputed invoices go to the account manager first.
Invoice 1204 is 14 days overdue
Illustrative invoice for Example Customer Oy. Amount EUR 2,640.00.
The account manager reviews the reminder.
After approval, the workflow sends it, records the date and schedules the next check.
- Check what is overdue
Each morning, list the overdue invoices and check for new payments.
- Prepare the reminder
Choose the reminder stage and wording from your templates and rules.
- Approve where needed
Key accounts and disputed invoices go to a person. Standard reminders can go out directly.
- Update and summarize
Record the reminder in your system and send finance a summary of overdue invoices.
Manual steps this can remove
Exporting overdue invoices, checking payments one by one and writing reminder emails. Your team still decides on payment plans, disputes and collection.
Measure the difference: days sales outstanding (DSO), invoices more than 30 days overdue, and time spent on reminders. Agree a baseline before the build.
What the n8n workflow could look like.
A simplified view of the steps in a first version. Your systems, rules and approval steps decide the final design.
A first version could connect your accounting system, one email account and one notification channel. The workflow reads invoice and payment status from your accounting system, so you do not need a separate customer database.
Your sender, your wording: Reminders go out from your own email address and use your approved templates. Customers see a normal message from your finance team.
Built-in reminders: Many accounting systems include basic reminder features. If yours covers your needs, we recommend that you start there.
This is a proposed workflow example, not a published customer result.
One reminder stage.
One customer group.
Start with first reminders to business customers, using your existing reminder text.
Good fit when
You have many business customers with open invoices, and reminders go out late or depend on one person.
You provide
A finance process owner, your reminder templates, rules for key accounts and disputes, and an IT contact for system access.
Agree before building
Reminder timing and wording, which customers need approval, and how reminders follow your collection policy and the applicable law.
This page describes a workflow we can build for your process. It is an example of what is possible, not a published customer result.
From the first call to something running in your business.
Four steps. The scope and the price are agreed in writing before any work starts, the build runs against your real data, and a named person on your side is trained at handover.
- Free workshop
60 minutes. We map how overdue invoices move through your business today and where they stall.
- Fixed-price proposal
Scope and price agreed in writing before any work starts. No hourly billing and no open-ended project.
- Build and test
Built against your real open invoices and systems, not a demo environment. You see it working before it goes live.
- Handover
We train a named person on your side. The workflow is yours from that day.
Know what you are buying before the build starts.
Fixed price, agreed scope and a working solution in weeks, not an open-ended project. Each package builds on the one before it.
PACKAGE 1
Overdue overview
€2,900
1 accounting system + rules · 2–3 weeks
- Each morning, a list of overdue invoices checked against new payments
- Key accounts and disputed invoices marked separately
- Every item links to the invoice. No reminders are sent automatically
Test run with your open invoices
RECOMMENDED
Reminders with approval
€3,900
1 reminder stage + 1 customer group · 3–4 weeks
Everything in Overdue overview, plus:
- Reminder drafts from your own templates, sent from your own email address
- Key accounts and disputes approved by the account manager first
- A reminder only goes out if the invoice is still unpaid
Reminder rules workshop
PACKAGE 3
Full follow-up
€5,900
Several stages + management summary · 4–6 weeks
Everything in Reminders with approval, plus:
- Several reminder stages with the timing you set
- A weekly summary of overdue invoices and DSO for management
- Disputes and promised payment dates tracked until resolved
Review after the first month-end
Prices exclude VAT. The fixed price covers the standard scope described above. Software and usage costs, such as n8n and optional AI processing, are paid to the providers and shown separately in the proposal. Additional work is agreed separately.
Questions we hear on almost every first call.
No. The aim is to connect what you already use. Common Finnish accounting systems, such as Procountor, Netvisor and Fennoa, offer an API, but access and costs depend on your subscription, so we check this first.
Maybe not. If the built-in reminders cover your needs, start there. The workflow helps when reminders need checks first, such as new payments, disputes or key accounts, or when follow-up depends on one person.
Only if you decide so. Key accounts and disputed invoices go to the account manager for approval. You set which customers need approval before the build.
The workflow follows your collection policy. It does not add fees or pass invoices to collection unless you decide it should. Your team stays responsible for following the applicable law.
Yes, if the manual work happens on your side. We agree the setup with you and your accounting firm, so the workflow supports how you already share the work.
That depends on the agreed setup. Before connecting data, we identify the hosting location, the services that process it, access permissions and retention periods. n8n can run as a cloud service or on your own infrastructure. We walk through exactly what is stored, where and for how long.
You do, and you can. The workflow is yours, it runs without us, and we train a named person on your side. Failed runs are logged and alert that person, and items that could not be processed stay on a list. If you would rather we kept an eye on it, just ask, but you are not locked in.
Start somewhere else in the finance process.
Each workflow works on its own. If you start with one, the next one reuses the same connections to your systems.
How many invoices are overdue right now?
Bring a list of your open invoices and your current reminder text. In a free one-hour workshop, we map the current steps, check your accounting system and recommend a package with a fixed price.
What you leave with
A map of how overdue invoices are followed up today, the rules worth agreeing first and a recommended package. If your accounting system already handles this with its own tools, we will say so.
Free 60-minute workshop · No obligation to proceed.