Chase every balance before the van leaves.
Live today: a list of balances to chase for managers, and pay by link (SumUp or Stripe) so customers can settle without calling. Coming soon: an automatic chase cadence at 5 weeks, 3 weeks, and 1 week, with email at each stage (SMS also coming soon), pay-by-link embedded at 3 and 1 week, and a rep task at the final escalation.
When automatic chasing launches (coming soon), thresholds will be configurable and the sequence will stop the moment the balance is confirmed.
The balance that nobody chased until it was too late
The deposit came in months ago. The installation is next Tuesday. You have just noticed the balance — a large sum — has never been collected. The customer is not expecting a call. The installer is booked. Materials are on order.
Nobody chased because nobody was watching the calendar against the outstanding balances. The deposit was taken, the quote was approved, and the job sat in the schedule with the balance untracked for weeks.
IBIOS puts every unpaid balance on a list of balances to chase, so a manager can see it well before the installation date. Coming soon: three chasers will go out automatically, and if the balance is still outstanding at 1 week, a task will be created for a human to act.
How will automatic balance payment chases work?
Coming soon. Four stages: three automatic, and one human review at the 1-week mark.
5 weeks before installation
Coming soon: IBIOS will send a courtesy email to the customer (SMS also coming soon). It will confirm the deposit is in, that the balance is due before work begins, and give the outstanding amount and installation date. The tone will be informational, not urgent.
3 weeks before installation
Coming soon: a second, polite chase. The message will note that the installation date is approaching and the balance remains outstanding, with the pay-by-link URL embedded so the customer can pay without calling.
1 week before installation
Coming soon: the final escalation. IBIOS will create a task for the sales rep or director, send the customer a final chase with the pay-by-link URL, and flag the job as Balance Outstanding on the dashboard.
Payment confirmed
Coming soon: when the balance lands, IBIOS will mark the job as Payment Confirmed, stop all further chasing and notify the installation team that the job is financially clear.
What will happen at the one-week escalation?
Coming soon. The 1-week stage is the final point at which an outstanding balance can be resolved before the installer is due on site. IBIOS will fire three actions at once.
Action 1 — Dashboard flag
Coming soon: the job will be marked Balance Outstanding on the main IBIOS dashboard, so any manager or director opening the system will see at a glance which jobs are due within 7 days with an uncleared balance.
Action 2 — Rep task created
Coming soon: an open task will be assigned to the nominated sales rep or director with the job reference, outstanding amount, customer contact details, and installation date, and will appear in their task list straight away.
Action 3 — Final customer chase
Coming soon: a final email (SMS also coming soon) will be sent to the customer with the outstanding amount, the installation date, and the direct pay-by-link URL, so the customer can pay in full from the message without calling the office.
Unpaid deposit reminders, coming soon
The balance chase starts once the deposit is in. Before that, a quote can stall because the customer simply forgot to pay the deposit link. Automatic reminders for unpaid links are coming soon; until then, your team can send the link again by hand.
- Coming soon: every unpaid payment link will be checked daily; after a set period (configurable, with a business-days-only option) a reminder email will go out.
- The reminder will carry the customer’s name, the job reference, the amount, the original payment link as a button and an optional QR code.
- One reminder per link, never repeated, and every reminder will be recorded in the audit trail.
- You will be able to mark customers as exempt, for example trade accounts on agreed payment terms.
What will change when balances are chased automatically (coming soon)
A list of balances to chase, live today
Managers can see which jobs still have a balance to collect and work through them. Automatic chasers at 5, 3 and 1 week are coming soon and will take the routine messages off your staff.
Every outstanding balance in view
The list of balances to chase lets a manager check what is outstanding before the installation date. The 1-week dashboard flag and rep task will add to this when automatic chasing launches (coming soon).
Pay-by-link reduces phone traffic
Pay by link (SumUp or Stripe) is live, so customers can pay the outstanding balance from their phone without calling the office. Once chase emails launch (coming soon), the link will be embedded in the 3-week and 1-week messages.
Installer notified when payment clears (coming soon)
When automatic chasing launches (coming soon), IBIOS will notify the installation team when the balance is received, so nobody needs to check the system or relay the news by hand.
Every chase will be personal, not a template blast
Coming soon. Each automatic chase will include the exact outstanding balance, the installation date, and a pay-by-link URL with the correct amount pre-filled. Email messages will be generated automatically from the same data (SMS variants also coming soon). When AI personalisation is enabled, a further layer will be applied on top, one designed to draw only from what is actually recorded against the customer.
Planned for every message (coming soon)
- Exact outstanding balance pulled from the job record
- Installation date confirmed in the message body
- Pay-by-link URL with the correct amount pre-filled
- Email generated automatically (coming soon; SMS variant also coming soon)
AI personalisation layer, when enabled (coming soon)
- Tone matched to the register this customer actually uses
- Call transcript references drawn from AI Receptionist (coming soon) history
- Line items from the accepted quote used as context, not made-up pairings
- Installer name and booked fitting date included from the job assignment
- Channel preference honoured — SMS-first where the customer responds to SMS (coming soon)
Planned guardrails (coming soon)
Cost data never reaches the AI engine
Cost price, supplier name, margin data, and discount structure are stripped from context before the model sees the job record.
Pre-send safety check on every draft
AI-generated drafts will be checked against the same rule matrix used by the AI Receptionist (coming soon) before the message is sent.
Automatic fallback if the check fails
If the safety check rejects a draft, the system will fall back to the standard template. The chase will still go out, just plain.
Only references what actually happened
Call references, quote line items, and customer concerns are drawn from recorded data only. Nothing is invented to fill the message.
“It’s still your message. The AI just writes it the way you would.”
Questions about automatic balance payment chases
Is automatic payment chasing live in IBIOS today?
Not yet: automatic chasing is coming soon. Live today, managers get a list of balances to chase, and customers can pay deposits and balances by link (SumUp or Stripe). When the automated cadence launches, it will handle the 5-week and 3-week stages and create a task for the sales rep or director at the 1-week mark, so a person still reviews every outstanding balance before the installer is due on site.
What will happen if the customer pays the balance before the 1-week window?
Once automatic chasing launches (coming soon), the chase sequence will stop as soon as payment is confirmed, so a customer who has already paid will not be chased. Until then, chasing is done by your team from the list of balances to chase.
Will we be able to change the 5-week, 3-week, and 1-week chase dates?
Yes, when automatic chasing launches (coming soon). The three chase thresholds will be configurable per tenant in the IBIOS settings panel, and each stage will be adjustable independently to suit your installation lead times and payment terms.
Can customers pay the balance by link?
Yes. Pay by link (SumUp or Stripe) is live today, so your team can send a customer a link to pay the outstanding balance without calling the office. When automatic chase emails arrive (coming soon), the 3-week and 1-week messages will be able to embed the same link.
What will happen at the 1-week escalation?
Coming soon. At 1 week before the installation date, IBIOS will create an open task for the nominated director or sales rep, send the customer a final chase email with the pay-by-link URL, and flag the job as Balance Outstanding on the main dashboard. SMS chases are also coming soon.
What about customers who never pay the deposit link?
Automatic reminders for unpaid payment links are coming soon. When they launch, a link left unpaid for a set period (you will be able to change this) will get one polite, branded reminder email with the original payment link and a QR code, and every reminder will be logged in the audit trail. Until then, your team can send the link again by hand.
Will I be able to stop automatic reminders for particular customers?
Yes, when automatic reminders launch (coming soon). You will be able to mark a customer as exempt, which suits trade accounts on agreed terms, customers in an active dispute, or relationships where an automatic reminder would be out of place.
Which IBIOS product line includes automatic balance chasing?
Automatic chasing is coming soon; the list of balances to chase and pay by link are live today. Balance chasing belongs to the IBIOS Payments product line, where deposits and balances are recorded against each job. It is built for kitchen retailers and fitters and general builders. See also: the one-week escalation for an unpaid balance.
IBIOS (Integrated Business Intelligence & Operations System) is made by IBIOS Limited (NI743167), Northern Ireland. Access is by waiting list; there is no free trial.
Know which balances to chase before the van leaves.
A list of balances to chase and pay by link, live today. Automatic chasers at 5 weeks, 3 weeks, and 1 week are coming soon.