Client build · A home appliance distributor with a team of over 30
Outstanding invoice reminders on WhatsApp
Two people read the accounting data every day to chase overdue invoices across thousands of customers on different credit cycles. A Retool admin panel now reads the invoice data, works out what is overdue after part payments, and sends colour-coded WhatsApp reminders as an image or a PDF, at a frequency set per customer.
What it does
- Green, amber and red bands set by each customer’s credit cycle
- Reminders daily, weekly or monthly depending on how overdue the account is
- Daily incentive report to each salesperson for the invoices their customers owe
- Customers, credit terms and notification settings edited by the admin in the app
The story
Before and after
Before
- Two people read the accounting data every day to see who owed what
- Reminders were calls, messages and emails written one at a time
- Thousands of customers on 60 and 90 day credit cycles, tracked by hand
After
- The system works out what is overdue after part payments and sends the reminder itself
- Reminders are colour coded by how overdue each invoice is, as an image or a multi-page PDF
- Each salesperson gets a daily report of what their customers owe and the incentive for collecting it
What success looks like
- Payments arrive on time in a business that runs on thin margins and long credit
- Reminder frequency matches each customer relationship, set by management
- Salespeople chase the right invoices because the report tells them which ones pay
What changed for the team
The finance team stopped reading ledgers line by line. Management sets credit terms and reminder frequency in the admin panel, and the business reports early success with the incentive programme.
How it is supported
Customers, credit terms and notification settings are edited by the admin in the app. Other accounting systems such as Zoho Books, QuickBooks or Xero can be connected the same way.
Care plans start at $50 a month.
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