Unpaid fees chased without anyone having to do it

A firm spends its days watching its clients' cash and lets its own drift. The fees are invoiced, the engagement letter is signed, and still the receivables grow: a few files two months late, one or two at six months, and an aged balance nobody really opens because chasing is the job everyone pushes back.

The cause is rarely the software. It is human: nobody enjoys asking for money from a client they will have on the phone next week about their VAT return. An AIOS removes exactly that block. It follows what is outstanding file by file, writes the reminder that fits at the moment it should go out, and submits it to you. You approve, it leaves. It is no longer you asking, it is the firm keeping its own accounts in order.

The problem

• Chasing depends on whoever happens to think of it: the big amounts get chased, the dozens of small invoices that make up most of the balance never do
• Nobody likes pressing a client they need to handle carefully, so the email slides from week to week until it becomes awkward
• The aged balance lives inside the practice software and only comes out once a quarter, when the delay is already entrenched
• With no record of what has already been said, every reminder starts from scratch and simply reattaches the invoice

How the AIOS handles it

It keeps the outstanding balance current, file by file

The AIOS reads your aged balance and your invoices, and knows at any moment who owes what, since when, and what has already been chased. Above all it separates a mechanical delay from a genuine non-payment: a direct debit rejected after a change of bank, an invoice sent to an old billing address and a client who does not intend to pay call for completely different messages.

It chases at the right time, in the right tone

A neutral reminder a few days past the due date, a follow-up naming the amount and the date at three weeks, a firmer message with an instalment proposal beyond that. Each one takes account of how long the relationship has run, the amount at stake and what has already been written, so it never reads like a template sent in bulk.

It submits every reminder before sending

Nothing goes out without you until you decide otherwise. In practice most firms end up letting it handle first-level reminders, the ones that commit to nothing, and keep approval for firm messages and sensitive files. Moving that line takes one sentence.

It prepares the escalation when chasing stops working

Every week you get the total outstanding, the files past sixty days and the ones that have gone silent. For those, it gathers the engagement letter, the invoices concerned and the full history of reminders into one clean pack, the very pack you would need anyway to go further. The decision stays yours, the assembly work is already done.

A concrete example

Other use cases: Chasing missing paperwork · Answering the same client questions · Tax and employment law monitoring

Main page: Accountants