Automating reminders about overdue payments
Today an invoice that has not been paid on time needs someone to remember it, check the bank statement and decide when to send a reminder. With a few dozen clients that memory fails, and an overdue payment goes unnoticed for weeks.
How much this process costs you a year
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This process costs you
Realistically you will recover from PLN 0 to PLN 0 a year
Here is the math: salary times the employer cost multiplier 1.2 divided by 173 hours a month gives the hourly rate. That rate times the hours in a year gives the cost of the process. From the recovery we take a band of 40% to 70%, because part of the time recovered on paper comes back as supervising the automation and handling exceptions. This is a deliberately conservative range, not a promise.
Where the hours go
Keeping track of overdue payments is background work that does not go away, even when there are few of them. Someone has to compare the bank statement with the list of issued invoices, work out who owes what and since when, then decide whether it is time for a reminder or better to wait a little longer.
The cost of having no system is directly financial. An overdue payment that nobody chases drags on for months, and money that should come back to the company stays tied up with the client. The later the reminder, the smaller the chance of voluntary payment without further escalation.
What automation does
Payments are matched to invoices as they come in, so the list of overdue payments is always up to date, with no manual comparison of statements. Once the deadline passes, a reminder goes out by itself, in an agreed tone and at an agreed interval, and each subsequent reminder becomes gradually firmer.
A case that does not end in payment after several reminders goes to a person with the full history: when reminders were sent, what the client replied and how much is owed. The decision about further steps, such as putting new orders on hold, is always made by someone in the company.
What it costs and when it pays back
Implementation usually falls between 2,000 and 6,000 PLN, in the lower part of the platform's automation range. The price depends on the number of escalation steps and whether reminders should go out by email only or by text message as well.
Payback comes in the third to sixth month, calculated on the time of the person who currently keeps track of overdue payments by hand. On top of that comes the value of money recovered sooner, which we do not include in this figure because it depends on your company's client base.
Contractors working with these tools
This process is most often built on the tools below. Each link opens a catalog narrowed to contractors who've declared it — rates, availability, and ratings from settled contracts.
Frequently asked questions
Usually 2,000 to 6,000 PLN as a one-off, in the lower part of the platform's automation range, which goes up to 20,000 PLN. More escalation steps and text messages alongside email push the quote upwards.
No, it is limited to reminders in an agreed tone and escalation to a person after several attempts. Decisions about legal steps, such as passing the case to a debt collection agency, are always made by someone in the company.
Yes, the reminder sequence is set during implementation and can vary, for example gentler for regular clients and firmer for first-time ones. Changing the sequence later does not require rebuilding the whole thing.
A well-built workflow recognises a partial payment and updates the outstanding amount, instead of sending another reminder for the full sum. The reminder sequence adjusts to the new, lower amount.