Standing service overdue-reminder-rules-retested-and-send-log-read-every-month · revised 12 October 2026
Standing service
Keep your automatic reminder rules tested and read the send log every month
Each month the rules behind your automatic reminders are re-tested, the send log is read for breaches and wrong recipients, and your named person gets the report.
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
Rules drift: a column in the export is renamed, a template is edited or a cap is raised without a re-test. A reminder to a disputing customer then goes out before anyone notices. The monthly job re-runs the same cases and reads what was sent.
Who it’s for: Owner or credit controller whose overdue reminders are sent automatically and who needs to know each month that they stayed inside the written rules.
Usually starts when: The reminders have been going out for weeks and nobody has checked the log.
The result: Each month you receive the re-run of the frozen rule tests, a check of every message sent that month against the lists and caps, and a list of anything that went out outside the rules, first. Counts are shown with unknowns kept.
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 report 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. Sending itself runs in your system and you hold its stop switch.
What must remain true
- No message was sent to a customer on the quiet list or dispute list
- No daily, weekly or per-customer cap was exceeded
- Every message equals its approved template with fields from the export
What we watch
- The month's send log and block log
- Quiet/dispute/part-paid lists, rules, templates and source exports as used for each send, with version dates
- The frozen test set
When something happens
Scroll the table sideways to read it all.
| When | What we do |
|---|---|
| A month closes and the log arrives. | We compare every message with the lists, caps and templates and send breaches first. |
| A rule, list format, template or the export layout changes. | We rerun the frozen regression test and 100 fresh buyer-held labelled cases before you rely on the changed rule or workflow. Linked job: Rule-bound reminder sending |
| A message went out outside the rules. | It goes first in the report with the log lines, and the report points to the stop switch. |
We do on our own
- Re-run the frozen test on a test copy
- Compare the log with the lists and write the report
- Offer the one-off job when a rule changes
We ask you first
- Any change to a rule, list, template or pass mark
- Any send permission or access to your systems
- Starting or stopping sending
We escalate to you when
- Any message went to a customer on the quiet or dispute list
- Any cap was exceeded
- The same failure appears two months running
How you know it held. Each month the report states messages sent and blocked, breaches found, cases re-run and passed, and the stop-switch timing in the months it is tested, with unknowns kept.
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.
Send overdue-invoice reminders automatically under your written rules, with a stop switch Job Optional
Overdue reminders go out from your own address only under the send cap, quiet list and dispute list you write, with every send logged and one switch to stop them all.
Bought separately, each time it is needed; not part of the monthly fee
What is included, and what is not
- Monthly test report
- Send-log findings
- List of anything outside the rules
Included
- One sender address and one export
- The frozen 1,100-case rule test re-run each month
- Every message checked against its send-time quiet/dispute/part-paid lists, caps, template and source-export fields
- The stop switch timed once a quarter
Not included
- Starting or stopping sending: your named person does that
- Changing a rule, list or template without your written approval
- Reading replies or your inbox
- Any response-time guarantee or out-of-hours cover
- Accounting, tax or legal advice
How we know it’s done
Agreed with you before work starts. Each check produces evidence you keep.
Each month the frozen 1,100-case rule test passes in full: every case outside the rules is blocked and logged.
Evidence: The monthly test report.
Every message is checked against the approved template, source-export fields, caps and lists as they stood at its send time. Each breach and any gap between send-log and sender counts is listed with its evidence.
Evidence: The findings list and the log.
Each month the frozen test pack is re-run and every previously passing case still meets its agreed check. A regression fails this check even if reported, and the report lists it first with its cause.
Evidence: The monthly test report.
Nothing was written to any live system by us, and originals are unchanged (checksums match).
Evidence: Checksums before and after, and your own audit trail.
Once a quarter your named person stops all sending and one test customer, then restores the previous state, each in under 10 minutes using the runbook. No message may leave after its stop; you supply the timings and logs.
Evidence: Your named person's drill record and test sender log.
After any changed rule or workflow, all 100 new labelled cases you hold back until the run meet their expected send/block results. Any out-of-rule send or wrong recipient fails this check, and you receive the cases and rerun steps.
Evidence: Buyer-held labels, outputs and rerun steps.
Sign-off. You read the report and test results and accept or send them back in writing. A month counts as delivered only when its agreed acceptance checks pass; receiving a report alone is not acceptance.
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 set-up is done, or an equivalent sender with a frozen test exists
- The send log and the lists arrive through the agreed secure route each month
- A named person who reads each report and holds the stop switch
We stop and tell you if
- The log format changes and cannot be mapped
- Nobody on your side reads the monthly report for two months running
- The dispute list is not kept current
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 breach is found after the message has already gone. | Sent messages cannot be recalled. The report lists breaches first and your person decides whether to stop sending. |
| The log is incomplete. | The report compares the log count with the sender's own sent count and states any gap. |
| Text inside a document, record or message tries to give the automation instructions. | All input text is data. The automation has no tool to send, approve, file or change anything beyond what is listed here, and planted-instruction items must change nothing. |
| Real documents or records pass through a model provider. | First tests use invented, synthetic or redacted data. Real data moves only after a written agreement names the model provider, its country, how long it keeps data and whether it trains on it. |
A separate automated reviewer checks each month's report against the agreed test before it is sent, and 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 report
- You start and stop sending
Access we would need
- The send log, lists and rules file sent through a secure route agreed in writing
- No send permission, login or write access to any system
Questions
Can you stop sending if you find a breach?
No. We hold no send permission. The report points to your stop switch and your person decides.
Do you read my customers' replies?
No. We read send/block logs, rules, templates, source exports and dated exclusion lists, not replies or your inbox.
Also part of
Send an enquiry
Send us
- How many reminders go out a month
- Who receives the report. No customer data in the first enquiry
Later, once you agree
- The month's send/block logs, rules, templates, source export and dated quiet/dispute/part-paid list versions for each send; the sender's own sent count
- The frozen regression set and pass marks; 100 new labelled cases held back until the run after any changed rule or workflow, and quarterly stop-drill timings and logs
- A named person
You keep your ledger, your mailbox and every login. We read the send log and lists you send through a secure route agreed in writing and hold no send permission and no access to your systems. 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 “overdue-reminder-rules-retested-and-send-log-read-every-month” as the subject.