Invoices & Cash Flow
A proposed service for organising unpaid invoices, preparing follow-ups and bringing customer questions back to the right person. Explore the workflow and discuss what your business needs.
Planned service · Discuss the scope before any pilot. No live activation or invoice sending.
Disputed subset: £650 · already included above; never added again.
As of 3 Oct 2026 · GBP · due-date ageing, remaining balances only.
| Invoice / customer | Due date | Remaining | Next action / owner |
|---|---|---|---|
| EX-101Example A | 18 Sept 2026 | £900 | Review balanceOwner A |
| EX-102Example B | 3 Sept 2026 | £650 | Resolve queryOwner B |
| EX-103Example C | 25 Sept 2026 | £0 | Close recordOwner A |
| EX-104Example D | 10 Oct 2026 | £800 | Check contactOwner B |
Illustrative workflow · sample data · no messages or payments are processed.
An invoice records what a customer owes. It does not tell you whether the right person received it, whether a purchase-order reference is missing or whether a payment is waiting to be matched. Accounts receivable means the money customers still owe your business. Looking after that money involves checking records, communicating clearly and resolving questions—not simply sending more messages.
Imagine an owner checking the ledger after finishing a job. One invoice is overdue, another has a reply somewhere in email, and a third may already have been paid. The owner searches the inbox, resends a copy and tries to remember whether the spreadsheet was updated. This fictional scenario illustrates four connected problems: unclear overdue priorities, postponed reminders, questions lost in email and uncertain payment status.
See what needs attention: bring the remaining balance, due date, current state and responsible person together. An overdue list helps only when it also explains why a record needs attention. A large unpaid amount with an unresolved query needs a different action from a small invoice whose authorised contact simply needs a copy.
Follow up appropriately: prepare wording that identifies the invoice, gives the correct balance and makes replying easy. Handle replies and exceptions: pause the routine sequence when the customer asks a question, disputes a charge or says they have paid. The proposed Procora workflow would organise these jobs; the business would keep decisions about terms, corrections and relationships.
Proposed workflow · human decisions stay with the business.
Explore this work →Proposed workflow · human decisions stay with the business.
Explore this work →Proposed workflow · human decisions stay with the business.
Explore this work →Begin with an issued invoice and its source. Check the current balance, credits, due date and any hold before choosing a next action. Prepare a message or an internal task, then show the person responsible exactly what needs approval. A reviewed action would still require valid records and permission at the moment of contact. Earlier approval should not survive a changed balance or recipient.
A partial payment changes the balance. An already-paid reply requires a payment check. A dispute requires an owner and a pause. An instalment request needs a business decision; a promise to pay is not an agreed arrangement or received cash. Incorrect contacts and stale information should stop contact until corrected. Close the record only when settlement is verified, or continue with the owner’s documented next step.
Proposed sequence. Part payments, disputes, payment claims, instalment requests, incorrect contacts and stale information change the next action.
Proposed workflow
Use an identifiable sender, a clear reference and the amount still outstanding. A professional message can ask whether the customer needs a copy or has a question. It should not invent penalties, change bank details or treat silence as agreement. Timing, quiet hours, attempt limits and tone should fit the customer relationship rather than follow an assumed universal schedule.
For EX-101, the message would refer to £900 remaining, not the original £1,200. Its £300 payment is already applied. If the customer replies, the next job is to read and act on that reply. Multiple invoices for the same customer should be coordinated so separate routines do not overwhelm them. The editor below changes a local example only; invoice sending is not available.
Read the detailed workflow →Illustrative workflow · sample data · no messages or payments are processed.
Proposed workflow
Outstanding includes amounts not yet due. Overdue means a remaining amount whose due date has passed. Both depend on the as-of date and the source’s latest update. Show the next action alongside the amount: review a balance, confirm a contact, resolve a query or verify a claimed payment. A disputed item remains an unpaid balance unless the accounting record changes.
The example on 3 October contains £2,350 outstanding: £1,550 overdue and £800 not yet due. The £650 dispute is already inside the overdue total. Adding it again would misstate the exposure. EX-103 is settled after a £200 credit and £1,800 payment. Its credit reduces the balance but is not collected cash.
Read the detailed workflow →Disputed subset: £650 · already included above; never added again.
As of 3 Oct 2026 · GBP · due-date ageing, remaining balances only.
| Invoice / customer | Due date | Remaining | State / age | Next action / owner | Last update |
|---|---|---|---|---|---|
| EX-101Example A | 18 Sept 2026 | £900 | Part-paid15 days overdue | Review balanceOwner A | 3 Oct 202609:00 UTC · sample snapshot |
| EX-102Example B | 3 Sept 2026 | £650 | Disputed · reminders paused30 days overdue | Resolve queryOwner B | 3 Oct 202609:00 UTC · sample snapshot |
| EX-103Example C | 25 Sept 2026 | £0 | Settled— | Close recordOwner A | 3 Oct 202609:00 UTC · sample snapshot |
| EX-104Example D | 10 Oct 2026 | £800 | Not yet due— | Check contactOwner B | 3 Oct 202609:00 UTC · sample snapshot |
Illustrative workflow · sample data · no messages or payments are processed.
Proposed workflow
Missing invoice copies, purchase-order errors, incomplete-work concerns and duplicate invoices need different responses. Preserve the customer’s original words and assign the task to someone with the relevant context. AI could assist with sorting a reply, but it would not decide who is right, waive a balance or renegotiate a contract.
A dispute changes the next action. It is not simply a reason to send a stronger reminder. The proposed process would pause follow-up, collect the relevant documents, assign an owner and record the resolution. Before resuming, check the invoice and contact again. Keep payment promises, approved instalment arrangements and verified payments as distinct states.
Read the detailed workflow →“The work on this invoice is not finished. Please ask the project owner to check it before sending another reminder.”
Follow-up paused. Collect the original invoice and delivery record; ask the project owner to review. The £650 remains outstanding until the source changes.
Illustrative workflow · sample data · no messages or payments are processed.
Proposed workflow
Draft-only work, approval-controlled sending and rule-based sending are different operating modes. The invoice service is planned; this website does not activate any of them. A useful future review would show the recipient, exact message, invoice version, remaining balance and proposed time together. The business decides who may approve, reject, pause or take over.
For example, an approved £900 reminder should stop if a new payment reduces the balance or the contact changes. The new action needs fresh review. An activity history should explain the change and the person responsible rather than merely display a green tick. Our local review preview demonstrates that boundary without scheduling a message.
Read the detailed workflow →Owner A checks authorised recipient, exact message and invoice source before any action.
Awaiting owner review.
A changed balance or recipient invalidates approval. Dispatch would also need a current invoice and permission.
Illustrative workflow · sample data · no messages or payments are processed.
Worked example
Explore a proposed invoice-follow-up service: outstanding balances, reminder reviews, replies, responsibilities and payment checks. Read practical guides and discuss your needs.
Illustrative workflow · sample data · no messages or payments are processed.
EX-101 has £900 remaining. Check the current balance and contact before preparing a reminder.
Disputed subset: £650 · already included above; never added again.
As of 3 Oct 2026 · GBP · due-date ageing, remaining balances only.
| Invoice / customer | Due date | Remaining | State / age | Next action / owner | Last update |
|---|---|---|---|---|---|
| EX-101Example A | 18 Sept 2026 | £900 | Part-paid15 days overdue | Review balanceOwner A | 3 Oct 202609:00 UTC · sample snapshot |
| EX-102Example B | 3 Sept 2026 | £650 | Disputed · reminders paused30 days overdue | Resolve queryOwner B | 3 Oct 202609:00 UTC · sample snapshot |
| EX-103Example C | 25 Sept 2026 | £0 | Settled— | Close recordOwner A | 3 Oct 202609:00 UTC · sample snapshot |
| EX-104Example D | 10 Oct 2026 | £800 | Not yet due— | Check contactOwner B | 3 Oct 202609:00 UTC · sample snapshot |
The accounting system owns issued invoices, credits and allocated payments. A manual entry or CSV export is a snapshot with a timestamp, not proof that the information is still current. A future connection would need to identify each invoice consistently, handle repeated updates without counting them twice, and stop contact when access fails or records become stale.
Procora has contact-export adapters, but contact synchronisation is not invoice synchronisation. Its own subscription invoices concern payment for Procora, not money your customers owe you. No verified customer-invoice connection to Xero, QuickBooks, e-conomic, Dinero or Billy is offered in this section. Discuss the actual source before agreeing an implementation.
Read the accounting connection assessment →Manual/CSV snapshot ≠ live connection. No verified invoice source is connected. If information is old or unavailable, pause and ask the owner to check it.
Illustrative workflow · sample data · no messages or payments are processed.
| System / method | Information read | Permitted changes | Updating | Readiness | Limitations |
|---|---|---|---|---|---|
| Manual / CSV invoice snapshot | Agreed invoice fields; proposed import only | None | Dated snapshot, not live | Requires implementation | Owner rechecks balances and contacts before use |
| e-conomic | Existing customer/contact export; no invoice reads | Customer creation in separate contact adapter; no invoice writes | Contact action only, not payment sync | Invoice connection unbuilt | Separate contact credentials do not establish invoice access |
| Dinero / Billy | Contact export through configured automation; no verified invoice data | Configured contact export only | No verified invoice update | Invoice connection unbuilt | No verified credits, payments or balances |
| Xero / QuickBooks | No verified customer-invoice source | None verified | No invoice sync verified | Not offered | Assess actual needs and implementation separately |
Proposed connection only. No payment button, native portal or bank transfer is provided by this example.
Illustrative workflow · sample data · no messages or payments are processed.
Make the invoice reference and reply route clear, send information only to authorised contacts and use approved payment instructions. The customer may need a copy, a corrected reference or confirmation that a payment is awaiting allocation. A payment link, where separately verified, would belong to the business’s existing provider. This proposed service includes no native Procora customer payment portal.
Avoid asking for a second payment simply because an update is delayed. A payment claim or remittance advice should reach the person who can compare it with the source record. Requests for different terms belong with the business owner. A reminder does not initiate a bank transfer, store card details, approve credit or change bank details.
Explore the customer payment journey →Useful measures include outstanding and overdue balances, recorded actions, customer responses, unresolved questions and verified payments. Show the period, currency, included invoices and freshness alongside a number. A due-date schedule shows when invoices are due. A customer-stated payment date records a promise. Neither is a predictive model or a complete business cash forecast.
In the demonstration, a simulated verified payment of £900 closes EX-101 and reduces outstanding to £1,450. It changes the position of that receivable; it is not £900 of new sales or proof that follow-up caused the payment. Collected cash, sales, profit and time released require different evidence. Keep currency totals separate unless a stated conversion method has been agreed.
Understand reporting and cash visibility →Disputed subset: £650 · already included above; never added again.
As of 3 Oct 2026 · GBP · due-date ageing, remaining balances only.
Illustrative workflow · sample data · no messages or payments are processed.
Review the current process, the invoice source and the people responsible. Agree which records are included, how contact details are checked, what communication is permitted and when a person takes over. Check existing accounting reminders to prevent two systems contacting the same customer. Test with fictional records, review the results and define a pause and handover plan before any separately approved activation.
Invoice follow-up has no advertised price or checkout. Scope, connections, workload, support and any cost must be agreed before a pilot. Existing chatbot-plan prices do not price this service. Accounts Assistant can describe an optional bundle of agreed duties; it is not a promise of a staffed receivables department. Send a short enquiry about the problem, without bank credentials or customer-sensitive documents, and we can review the proposed scope.
Review setup and support →| Responsible party | What they own |
|---|---|
| Procora | Review the enquiry and proposed workflow; agree and test any future scope. No invoice activation is offered here. |
| Business owner / authorised colleague | Contacts, terms, decisions, exact approvals, disputes, pause rules and existing reminder coordination. |
| Accounting / payment system | Issued invoices, credits, allocated payments, payment instructions and their current source records. |
Original templates, an explained report and a preparation checklist. Read without uploads or registration.
Six original, editable email examples for due dates, overdue balances, document queries and verified payments. Copy or download without registration.
Read Invoice reminder templates that leave room for a replyUnderstand report dates, ageing buckets, remaining balances, credits, part payments and disputes using one reconciled fictional example.
Read How to read an aged-receivables reportPrepare scope, records, contacts, approval rules, exceptions, testing and pause controls. Use a printable HTML checklist without uploading financial records.
Read A practical invoice-follow-up setup checklistIt is planned. These pages explain the proposed work and offer educational examples and resources. You can send an enquiry that is saved in Procora’s sales workspace. That does not activate reminders, connect an accounting source or create a subscription. Any limited pilot needs a separate scope, verified connections and approval.
This section concerns following up invoices already issued by your business. Invoice creation, supplier payments, tax filing, debt collection and legal representation are outside this assignment. Keep invoice creation and corrections in the authorised accounting process. A workflow illustration is not a new accounting application.
The responsible person or a separately verified connection would compare the payment with the accounting record, reference and allocation. A customer reply saying paid is a claim awaiting verification. Until it is checked, do not mark the invoice settled or ask the customer to pay again. The public example uses a labelled simulated event.
They reduce the remaining balance according to the source record. A changed balance requires a new action and review, not reuse of an outdated reminder. Credits are not cash collected. In our fixed example, EX-103 reaches zero after a £200 credit and £1,800 payment; those amounts remain separate.
The proposed workflow pauses routine follow-up and assigns the question to a person. The outstanding amount remains visible, with the dispute flagged within the total. AI assistance would not decide the dispute, waive money or change the contract. The owner resolves the issue and checks the source before contact resumes.
The business would choose an authorised reviewer. Approval needs the exact recipient, wording, invoice version, balance and proposed time. A new payment, changed contact, hold or withdrawn permission should invalidate the earlier action. Invoice approval-controlled sending is proposed, not activated by the local preview button.
The intended approach keeps issued invoices and payment records in the business’s accounting system. An invoice source still needs implementation and checks. Existing Procora contact exports do not read customer invoice balances or payments. Discuss your actual system and access requirements; no named invoice connector is promised here.
Choose one owner for each reminder process. Inventory existing schedules, exclusions and stop rules before considering another system. Do not run overlapping sequences and hope they coordinate. Any proposed pilot should document which routine is responsible, how it pauses and who checks the customer’s recent contact history.
No invoice-follow-up channel is live in this section. Email, SMS, WhatsApp and telephone each require their own sender, reply route, eligibility checks, limits and approved scope. A channel supported by another Procora service does not automatically support invoice messages. Start by describing the process rather than choosing an assumed channel.
The website and resources are available in English and Danish. The sample currency stays GBP in both languages. Operational invoice languages and currencies need agreement and testing with the source; translations should not alter amounts or terms. Totals must stay separate by currency unless a clearly stated conversion method exists.
There is no approved invoice-service price or checkout. Connection work, included records, communication scope, workload and support affect a possible pilot. These are agreed before commitment. Procora’s existing enquiry-plan prices concern their current service and do not purchase invoice follow-up or a managed collections team.
An instalment request belongs with the business owner and the approved accounting process. The proposed follow-up service does not approve credit, negotiate terms, collect card details or process payments. A separately verified link to the business’s existing payment provider would remain an external service, not a Procora portal.
Discuss the work
Tell us about your existing process and the work you want to improve. We will save your enquiry for a scope review. Invoice follow-up is planned; any possible pilot, cost and access requirements must be agreed separately.
Do not include bank credentials, customer-sensitive documents or invoice attachments. This enquiry does not activate reminders, payment processing, a paid subscription or marketing consent.