AI INVOICE FOLLOW-UP AGENT
KEEP INVOICE FOLLOW-UP MOVING. WITHOUT MANUAL CHASING.
Hubflow builds and manages an AI employee that monitors approved invoice records, sends professional payment reminders, tracks customer responses and escalates disputes or sensitive issues to your finance team.
FROM DUE DATE TO CLEAR NEXT ACTION
Your Routine Invoice Follow-Up, Handled Consistently.
The AI employee monitors approved invoice data, follows your reminder schedule, records replies and payment commitments, and brings exceptions to your team’s attention.
Invoice Data Received
Reads approved invoice details from your accounting system, CRM, spreadsheet or another connected source.
Due Date Monitored
Identifies upcoming, due and overdue invoices according to the payment terms recorded in your system.
Reminder Scheduled
Selects the appropriate approved reminder based on invoice status and your follow-up rules.
Professional Follow-Up Sent
Sends a clear, respectful payment reminder through the approved communication channel.
Response Tracked
Records replies, payment confirmations, promised payment dates and questions requiring attention.
Status Updated
Updates the approved invoice record, follow-up stage or internal task in the connected system.
Human Escalation
Transfers disputes, unusual delays, sensitive replies and unresolved cases to the appropriate person on your team.
INTERACTIVE DEMO
From Outstanding Invoice to a Clear Next Step.
Explore how an AI agent follows up an outstanding invoice, records a customer’s response and brings payment commitments or invoice queries to your finance team’s attention.
Know What Needs Following Up.
Follow-up eligibility depends on your connected invoice data and approved rules.
Professional Follow-Up. Clear Payment Context.
Hi Alex,
A quick reminder that invoice INV-1042 for £1,250, covering your monthly service retainer, is now seven days overdue.
Please use the payment details on your original invoice. If payment has already been made, or you have a question about the invoice, please reply so the team can check.
Thank you,
Accounts Team
Sender identity, reminder timing and approval requirements are agreed during setup.
Every Reply Shapes the Next Step.
Respond With the Right Context.
Select a customer response in Step 3 to preview the next action.
The selected response determines the next administrative action.
Keep the Details Together.
An invoice is marked as paid only after confirmation through your agreed payment-verification process.
Give Your Team a Clear Next Action.
Select a customer response in Step 3 to generate the finance summary.
The customer’s response and next action are recorded, giving your finance team the context to monitor a commitment, verify a payment or resolve an invoice query.
An outstanding invoice meets the configured follow-up criteria.
This preview illustrates administrative follow-up for outstanding B2B invoices using fictional details. Reminder schedules, data sources, approval requirements and escalation rules are agreed during setup. No emails are sent, payments collected or invoice records changed. The service does not provide legal debt collection or guarantee payment.
PROFESSIONAL FOLLOW-UP WITH HUMAN OVERSIGHT
Your Team Controls the Message, Timing and Escalation Rules.
The AI employee handles approved administrative follow-up. Your team decides how customers are contacted, when reminders stop and which situations require human judgement.
The AI Employee
- Monitors approved invoice records and due dates
- Sends reminders using approved wording
- Tracks replies and payment promises
- Updates supported records and follow-up stages
- Escalates cases outside its approved rules
Your Team
- Approves reminder wording and timing
- Defines customer exclusions and communication limits
- Reviews disputes, complaints and special arrangements
- Decides whether any further action is appropriate
- Can pause or stop follow-up at any time
Hubflow
- Designs and configures the workflow
- Connects approved systems and channels
- Tests reminder and escalation scenarios
- Monitors technical performance
- Maintains and improves the workflow
HANDOFF BOUNDARIES
When the AI Employee Hands Off
Invoice disputes, incorrect balances, missing purchase orders, financial hardship, complaints, legal threats, special payment arrangements and repeated unresolved follow-ups are transferred to your team.
CONNECTED TO YOUR RECEIVABLES WORKFLOW
Works With the Tools Your Team Already Uses.
We assess your accounting software, invoice records and email setup to understand how reminders can fit your existing finance process. We then recommend suitable connections and automation rules for approved follow-ups, response tracking and updates to your team.
Accounting Software
Reads approved invoice references, due dates, balances and statuses from supported accounting platforms.
Sends approved reminders, monitors customer replies and records relevant follow-up information.
CRM
Updates customer records, follow-up stages, notes and internal ownership where supported.
Spreadsheets
Uses approved invoice records from tools such as Google Sheets or Microsoft Excel when a direct accounting connection is not required.
Internal Notifications
Alerts the appropriate team member when a promise date is missed, a dispute is raised or human review is needed.
Custom Integrations
Connects other approved finance and business systems through APIs or automation platforms where technically supported.
Xero, QuickBooks, Gmail, Outlook, Google Sheets, Airtable, HubSpot and supported custom systems.
Integration feasibility depends on system access, invoice-data quality and available software features. We agree how payment status is checked and reminders are paused before launch. Data cleanup, custom integrations and paid third-party tools are quoted separately.
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BUILT FOR B2B SERVICE BUSINESSES
A Better Follow-Up Process for Teams Paid by Invoice.
This AI employee is designed for businesses that issue recurring B2B invoices, use clear payment terms and need consistent administrative follow-up without damaging client relationships.
Digital & Creative Agencies
Follow up on project retainers, milestone invoices and recurring service payments using an approved process.
Consultancies
Track due and overdue client invoices while keeping sensitive commercial conversations with the right person.
Recruitment & Staffing Businesses
Maintain consistent follow-up on placement, contractor and service invoices across multiple client accounts.
Other B2B Service Companies
Manage routine payment reminders where invoice records, contacts and terms are clearly documented.
SUITABILITY CHECK
A Strong Fit When:
- Your business regularly issues B2B invoices
- Staff spend time manually checking due dates and sending reminders
- Follow-up becomes inconsistent when the team is busy
- Most reminders follow a repeatable schedule
- Disputes and sensitive cases can be escalated to a named person
Please Note: This service may not be suitable for consumer debt collection, legally disputed debts, accounts already in formal recovery, highly regulated collections activity or businesses without reliable invoice records.
BUILT, LAUNCHED AND MANAGED BY HUBFLOW
Configured Around Your Real Invoice Process.
This is a managed administrative workflow, not a generic reminder tool. Hubflow maps your invoice process, configures the communication rules, connects approved systems and helps maintain the workflow after launch.
Discover
We map your invoice sources, payment terms, reminder schedule, customer exclusions, internal ownership and escalation requirements.
Build
We configure the approved messages, timing rules, invoice-status logic, integrations, notifications and reporting workflow.
Approve
Your team reviews the reminder wording and tests due, overdue, paid, disputed and exception scenarios before launch.
Manage
After launch, Hubflow monitors the technical workflow, resolves system issues and applies agreed improvements as your process changes.
You Provide
- Accurate invoice and customer records
- Payment terms and reminder schedule
- Approved communication wording
- Customer exclusions and special arrangements
- Finance contacts and escalation rules
Hubflow Handles
- Workflow and message configuration
- Approved integrations
- Status and escalation logic
- Testing and launch support
- Monitoring, maintenance and agreed improvements
DESIGNED TO IMPROVE RECEIVABLES ADMINISTRATION
Consistent Follow-Up Without Repetitive Manual Work.
The goal is to make routine invoice communication more organised while keeping commercial judgement, disputes and legal decisions with your team.
Timely Reminders
Approved reminders are scheduled around recorded due dates instead of relying on someone to remember each follow-up.
Consistent Communication
Customers receive professional wording based on the same approved rules and payment terms.
Payment-Promise Tracking
Promised payment dates can be recorded and flagged when another follow-up or human review is required.
Earlier Dispute Visibility
Replies mentioning missing documents, incorrect amounts or service concerns are brought to your team’s attention.
Cleaner Records
Follow-up activity, responses and status changes can be recorded in connected systems for easier review.
Less Administrative Chasing
Your team spends less time sending routine reminders and more time handling exceptions and client relationships.
Results depend on invoice accuracy, customer circumstances, contract terms and your internal process. Hubflow does not guarantee payment, recovery rates or faster settlement.
YOUR MANAGED FOLLOW-UP SYSTEM
More Than Scheduled Reminder Emails.
Your implementation combines receivables-workflow design, approved communication, system integrations, response tracking and ongoing technical management.
Included in the Initial Setup
- Invoice-process discovery session
- Due and overdue status mapping
- Approved reminder sequence
- Customer and invoice exclusions
- Response and promise-date tracking rules
- Human escalation workflow
- Selected system integrations
- End-to-end scenario testing
- Team review and launch support
Included in Ongoing Management
- Technical workflow monitoring
- Integration and error checks
- Agreed reminder-rule updates
- Escalation-flow adjustments
- Weekly outstanding-invoice activity report
- Reasonable workflow improvements within the selected plan
Cost Clarification: Accounting subscriptions, messaging fees, AI-model usage, automation platforms and other third-party software costs are separate unless specifically included in your proposal.
START WITH A CONTROLLED PILOT
Test the Follow-Up Process Before a Wider Rollout.
Begin with a limited group of outstanding invoices and one approved reminder process. This allows both teams to validate the data, messaging, response tracking and escalation rules before expanding.
14-Day Managed Pilot — From £299
- Up to 20 approved outstanding invoices
- One reminder workflow
- Professional email follow-ups
- Customer-response tracking
- Payment-promise tracking
- Human escalation rules
- Final activity report
Pilot Note: The pilot assumes accurate invoice data, one business entity and a straightforward email workflow. Complex integrations, data cleanup and paid third-party tools are quoted separately.
Pilot Period: The 14-day pilot begins after the required data, reminder wording and workflow have been approved and the workflow goes live.
After the Pilot: We review the activity and agree any next steps with you. Continued service requires a separately agreed scope and price.
Managed Invoice Follow-Up — From £499/Month
- Ongoing approved invoice monitoring
- Scheduled reminder sequences
- Response and promise-date tracking
- Human escalation notifications
- Weekly activity reporting
- Technical monitoring and maintenance
Monthly Scope: Invoice volume, business entities, reminder workflows and support limits are agreed in your proposal before service begins.
Setup Costs: Initial setup and new integrations are quoted separately from monthly management.
Term & Cancellation: Any minimum term, renewal arrangements and cancellation notice are confirmed in your proposal before service begins.
Custom Deployment — Custom Quote
- Multiple business entities or teams
- Multiple reminder paths
- Accounting, CRM or custom integrations
- Advanced internal routing
- Custom reporting requirements
- Higher invoice volumes
Custom Scope: Your proposal separates implementation costs, ongoing management and third-party usage fees, with agreed invoice volumes and integration requirements.
Pricing & Scope: Prices are in GBP. Final pricing depends on invoice volume, data quality, integrations and workflow complexity. Third-party software and usage fees are separate unless explicitly included. Your proposal confirms setup costs, recurring fees and the agreed service limits before work begins.
What You Need to Know Before Launching.
+ Is this a debt-collection service?
No. It provides administrative follow-up for approved B2B invoices. Hubflow does not act as a debt collector, pursue formal recovery or provide legal services.
+ Does Hubflow receive customer payments?
No. Customers continue to pay your business through your existing approved payment methods. Hubflow does not receive or hold payments on your behalf.
+ Does it guarantee that invoices will be paid?
No. It improves the consistency of administrative follow-up, but payment depends on the customer, invoice accuracy, contract terms and other circumstances.
+ Can it send reminders before and after the due date?
Yes. The schedule can include approved upcoming, due-date and overdue reminders based on the invoice data and rules provided by your team.
+ Can it track a promised payment date?
Where supported by the workflow, it can record a customer’s stated payment date and notify your team or schedule the next approved action if that date passes.
+ What happens when a customer disputes an invoice?
The AI employee should stop or pause the routine reminder path and escalate the dispute to the appropriate person on your team with the conversation context.
+ Can a team member pause follow-up for a specific customer?
Yes. Customer exclusions, special arrangements and stop conditions are defined during setup and can be updated through the agreed process.
+ Can it work with our accounting software?
Where the platform supports the required connection and permissions, it can read approved invoice data and update supported statuses or notes. The exact integration is confirmed before implementation.
+ Will it send legal warnings or threaten customers?
No. It sends approved professional administrative reminders. Legal notices, threats, formal demands and collection decisions remain outside the service.
+ How long does setup take?
Timing depends on invoice-data quality, reminder rules, integrations and approval requirements. Your proposal will include an estimated implementation timeline.
+ What happens after launch?
Hubflow can monitor the technical workflow, maintain integrations, provide agreed reporting and update reminder rules through an ongoing management plan.
+ What happens after the 14-day pilot?
At the end of the pilot, we review follow-up activity, customer responses and any issues with your team. You can then choose ongoing management, discuss a wider deployment or finish after the pilot. Any further work, scope and pricing are agreed with you before continuing. The pilot does not automatically enrol you in a monthly plan.
+ Are software and usage costs included?
Not automatically. Accounting subscriptions, messaging charges, AI-model usage, automation software and other third-party costs are listed separately unless explicitly included.
START YOUR INVOICE WORKFLOW REVIEW
Let’s Review Your Invoice Follow-Up Process.
Tell us how your business currently tracks and follows up on outstanding B2B invoices. We’ll review your workflow and recommend the most suitable pilot or full implementation.