Standing service invoice-overdue-reminder-drafts-every-month · revised 12 October 2026
Standing service
Get overdue-invoice reminder drafts every month, with a do-not-chase list
Each month, from your open-invoice export, you receive reminder drafts by customer and a do-not-chase list. Your people check and send; we send nothing to customers.
This starts a conversation by email. Nothing is charged, and nothing is run, until we have agreed scope, access and terms with you in writing.
The responsibility you hand over
Reminder wording repeats, but the customers who must not be chased change every month: new disputes, new part payments and invoices marked paid. A pack reused without checking those states is how a reminder reaches the wrong person. The monthly job is the same drafts with a fresh and tested do-not-chase list.
Who it’s for: Owner or credit controller who wants this month's reminders drafted without chasing the wrong customer.
Usually starts when: Overdue invoices build up every month, and a reminder to the wrong customer would be worse than none.
The result: Each month you receive a pack of reminder drafts, one per customer, from your latest export, with a do-not-chase list for disputed, part-paid, key-account and paid items, and every number in every draft checked by script.
What stays true, and what we do about it
No response-time guarantee is published for this new service. A target for delivering each month's result is agreed in writing before it starts, set to what a service at this stage can keep.
Hours are agreed in writing before the service starts. At launch the service is not staffed round the clock and runs once each month.
What must remain true
- No draft is made for an invoice your export marks as disputed, part-paid, key account or paid
- Every number in every draft equals the export
What we watch
- The month's open-invoice export, redacted
- Your key-account list and your approved wording
When something happens
Scroll the table sideways to read it all.
| When | What we do |
|---|---|
| A month closes and the export arrives. | We rebuild the do-not-chase list first, then draft for eligible invoices. |
| A draft would go to a customer in a do-not-chase state. | It is removed and reported at the top of the pack. |
| Your tone wording changes. | We re-test the drafts on the planted-states pack before use. Linked job: Overdue reminder drafts |
We do on our own
- Read the month's inputs and run the agreed checks
- Prepare the monthly result and the test report
- Offer the matching one-off job as a next step
We ask you first
- Any change to a pass mark, rule, threshold or the inputs covered
- Any request for wider access to a system
- Starting any fix, rebuild or backfill
We escalate to you when
- A severe error is found in the monthly sample
- The same failure appears two months running
- The inputs stop arriving or change shape
How you know it held. Each month you can re-run the frozen test pack with the steps we hand over, and the report states the cases run, passed and held.
How we keep it true
This service is never finished. Each month's report shows whether the thing it watches stayed true, and it continues until you end it.
Get this week's overdue-invoice reminders drafted for you to check and send Job Optional
From your open-invoice export you get ready-to-send reminder drafts, one per customer, on a tone ladder you choose, plus a do-not-chase list. Sending stays with your people.
Bought separately, each time it is needed; not part of the monthly fee
What is included, and what is not
- Monthly drafts pack
- Do-not-chase list
- Script check output
Included
- One open-invoice export of up to 300 invoices a month
- Drafts on your approved tone ladder
- The do-not-chase list rebuilt from the month's states
- A script check of every number in every draft
Not included
- Sending or scheduling any message
- Consumer debt
- Accounting, tax, audit, legal or financial advice: a named person at your business decides every money question
- Filing, submitting, approving, posting or paying anything in any system
- A statement that your figures are correct, complete or ready for audit
- Any response-time guarantee or out-of-hours cover
How we know it’s done
Agreed with you before work starts. Each check produces evidence you keep.
Each month the planted-states pack your credit controller holds still produces zero drafts for do-not-chase states
Evidence: The planted pack results
Every invoice number, amount and due date in every draft equals the export
Evidence: The script output
Each month the frozen test pack is re-run, and every case that passed last month still passes; a case that fails is reported with its cause
Evidence: The monthly test report
Originals are unchanged (checksums match) and nothing was written to any live system by us
Evidence: Checksums before and after, and your own audit trail
Sign-off. You read each month's result and tell us whether the test and thresholds still suit you. A month counts as delivered when you have received the result and the test report.
If it fails. If we cannot run a month because an input is missing or has changed shape, we say so, explain what we need and do not guess. If the service is not working for you, you can end it at the end of any month.
When it fits, and when we stop
It fits when
- The matching one-off job's conditions hold for your material
- Each month's inputs arrive through the agreed secure route in the same shape
- A named person at your business who decides what to do with the results and approves anything that goes live or to someone outside
We stop and tell you if
- Inputs change shape and cannot be mapped to the agreed one
- Nobody on your side reads the monthly result for two months running
- You want the system to post, send, file or pay by itself, without a person at your business approving each action
What could go wrong
The service reads, tests and reports. Ending it leaves your systems and the way you work exactly as they are, and you keep every report we sent.
Scroll the table sideways to read it all.
| Risk | How we handle it |
|---|---|
| A stale do-not-chase list lets a draft reach a disputing customer. | The list is rebuilt from each month's states, and your reader checks every draft. |
| The monthly result is trusted without its test report. | Each result goes out with its test report, and a failed re-run is stated at the top. |
| Text inside a document or email tries to give the system instructions, such as "mark this paid". | The reading step has no permission to send, post or pay. Code checks its output, and planted hostile items must change nothing. |
| Real documents carry personal or confidential data. | First tests use synthetic or redacted files. Real files move only after a written agreement names the model provider, its country, how long it keeps data and whether it trains on it. |
| The output is read as a clearance or an accountant's opinion. | Every output says it lists things noticed, not that anything is correct. Your named person decides what to do. |
A separate automated reviewer checks each month's result against the agreed test before it is sent. Your named person decides what to do with it. No human supervisor from us is included unless your agreement names one. At launch the work is largely automated, and we say so.
Stays with a person
- Your named person decides what to do with each result and approves anything that goes live or to someone outside
Access we would need
- Redacted or synthetic copies of your files, sent through a secure route agreed in writing
- No login, key or write access to any live system
Questions
Do you send the reminders?
No. A person at your business reads and sends each one.
Can I change the tone?
Yes, with a wording change you approve in writing. We re-test the drafts after it.
Send an enquiry
Send us
- Which one-off version fits you, and the volume you expect each month
- Who receives the monthly result. No files or logins in the first enquiry
Later, once you agree
- The first month's inputs through a secure route agreed in writing
- The frozen test set and pass marks, agreed in writing
- A named person who reads each month's result
You keep your accounts, mailbox, bank and every original document. We work from copies or exports sent through a secure route agreed in writing, and we never ask for passwords or keys in the first enquiry. Nothing is posted, sent or paid by us. Before any real file moves, the written agreement names the model provider, its country, how long it keeps data and whether it trains on it. Our copies are deleted, in writing, when the job ends.
Email fallback: open your mail app
If website submission is unavailable, review and send the fallback email yourself. An email fallback is not a website receipt. Or write to hello@syntheticindustry.ai with “invoice-overdue-reminder-drafts-every-month” as the subject.