Accelerate Cash Flow with Automated Payment Reminders
Eliminate manual payment chasing. Vistara AI calls clients with outstanding invoices and provides payment options.
Updated
Automated Invoice Chasing
Schedule recurring call attempts until invoice settlement.
Finds the Right Person
Establishes who actually approves the payment when the invoice contact is not the decision-maker — the most common reason chases go nowhere.
Captures a Committed Date
The objective is a specific payment date, not an acknowledgement. Vague assurances are recorded as such and re-chased.
Escalating Cadence
Tone and frequency step up over time on a defined schedule, so nothing is forgotten and nothing escalates prematurely.
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Late payment is rarely a dispute. In most businesses the invoice sat in an inbox, went to the wrong person, or is waiting on an approval nobody chased. The money is not contested — it is simply not top of anyone list, and the cost of that lands entirely on your working capital.
A short voice reminder resolves most of this considerably faster than another email into the same inbox. The call reaches a person, establishes where the invoice actually is, identifies who needs to approve it, and either secures a payment date or surfaces the real blocker.
Why Voice Recovers Receivables Faster Than Email
Most collections processes are email-first because email is cheap and non-confrontational. It is also easy to ignore, which is precisely the problem.
- Email has no forcing function — An unanswered email produces no information at all. An unanswered call at least produces a disposition, and a connected one produces a reason.
- You find the actual blocker — Invoice never received, wrong PO number, approver on leave. These are trivially fixable and almost never surface over email.
- A verbal commitment carries weight — Someone who says a date out loud is measurably more likely to honour it than someone who ignored three emails.
- It identifies the right person — The invoice contact frequently is not the approver. A call establishes this in thirty seconds where email chains circle for weeks.
- It separates cannot from will not — Genuine cash-flow difficulty needs a payment plan; an administrative hold up needs a nudge. These need completely different handling.
A Cadence That Recovers Money Without Losing the Customer
The objective is payment and a continuing relationship. A cadence that gets one without the other has not succeeded, particularly with customers you want to keep selling to.
| Stage | Timing | Tone and objective |
|---|---|---|
| Pre-due courtesy | 3 days before | Informational — confirm receipt and approval status |
| Due date | On the day | Neutral — confirm payment is scheduled |
| First chase | 7 days past | Helpful — identify the blocker, offer a link |
| Second chase | 15 days past | Firmer — secure a specific committed date |
| Escalation | 30 days past | Route to a human account manager |
| Formal process | Beyond 45 days | Human-owned; automation steps back |
Automation should own the first four stages and hand over after that. Anything involving negotiation, hardship or a commercial relationship at risk needs a person, and pretending otherwise damages accounts you want to keep.