Customers are reminded of their dues, and their salesperson hears about it the same day

Each morning, customers with dues get a polite reminder, and the salesperson who owns the account gets a Slack message with the dues and any open deal.

Used day to day by
  • Accounts team
  • Salespeople
  • Finance head

How it runs with AI

Each morning the AI picks out every invoice due soon or overdue in Zoho Books and emails the customer a polite reminder. It finds the salesperson who owns the account in Zoho CRM and sends them the dues on Slack, with any open deal for that customer. The date the customer promises is logged in Zoho CRM, reminders pause until then, and your finance head decides on new orders for accounts that are well behind.

How it is done today

Every Monday, someone in accounts exports the overdue list from Zoho Books and emails reminders to dealers one by one. Salespeople hear about a dealer's dues only when someone remembers to tell them, often after they have taken the next order. A payment date promised on a sales visit stays with the salesperson.

Step by step

Where the work happens, what the AI does, and where it hands over to a person.

  1. Step 1, AI

    Picks out every invoice in Zoho Books that is due this week or already overdue

    Needs to know: Reminder schedule

    In Zoho Books

  2. Step 2, AI

    Emails each customer a polite reminder with the invoice attached and the salesperson copied

    Needs to know: Approved reminder wording, Account owner in sales

    In Gmail , Zoho Books , Zoho CRM

    Exception to step 2

    Copies the finance head on the reminder once an invoice is 30 days overdue

  3. Step 3, AI

    Finds the account's salesperson in Zoho CRM and sends them the dues on Slack, with any open deal

    Needs to know: Account owners by territory

    In Zoho CRM , Slack

  4. Step 4, AI

    Logs the promised date on the account in Zoho CRM and pauses reminders until then

    Needs to know: Past promises by customer

    In Slack , Gmail , Zoho CRM

    Exception to step 4

    Alerts the finance head and the salesperson when a promised date passes

  5. Step 5, Person

    Decides whether new orders go ahead for accounts that are behind on payment

    In Zoho CRM

What stays with a person

  • Decides whether new orders go ahead for accounts that are behind on payment

Apps in this example

  • Zoho Books
  • Zoho CRM
  • Gmail
  • Slack

The same flow works with the apps you use.

This fits you if

  • You sell on credit to more than 100 dealers, distributors or contractors
  • Each customer has a salesperson who owns the account in Zoho CRM
  • Your invoices are in Zoho Books and reminders go out by hand today
  • Your sales and accounts teams already talk on Slack

What to watch for

  • Record the day's receipts in Zoho Books before the reminders go out each morning, so a customer who has just paid gets a thank-you instead
  • Your finance head approves the reminder wording once. Each email says it comes from an automated assistant and names the person in accounts who reads replies
  • Keep the account owner in Zoho CRM current. When a salesperson leaves or a territory changes, the messages follow the new owner
  • Credit holds, payment plans and stopping supplies stay with your finance head or founder. The automation brings them the dues, the promises and the open orders

Read more

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