One week to go, balance unpaid — see it before the van is loaded.
Balance still unpaid. Installation in 7 days. Without a system, the director finds out on installation morning. With IBIOS, managers can see it today on the list of balances to chase and send a pay-by-link. Coming soon: a director task will be created automatically and the job flagged on the dashboard, with 7 days still left to act.
What happens when an unpaid balance reaches installation morning?
The installer arrives at the depot early. Van is loaded. The director gets a call from the customer. They haven’t sorted the balance yet. They want to pay by card over the phone. The director is in the office. The installer is in the van. The clock is ticking.
This happens because no one knew seven days ago that the balance was still outstanding. The earlier reminders were sent. The customer read them, intended to sort it, and didn’t. There was no trigger to create a human task at the point where a human still had time to act.
The installer waits while the director processes a card payment over the phone, updates the job record, and calls the installer back. The installation starts late. The next job on the same day is pushed back. A payment failure that could have been resolved a week earlier has disrupted an entire day’s schedule.
What will IBIOS do when a balance is unpaid one week before installation?
Coming soon: the escalation sequence at 7 days out, from automatic task creation to director action, before the van is ever loaded.
Earlier reminders, no payment received
Coming soon: IBIOS will already have sent earlier automated balance reminders, starting at 5 weeks. In this scenario the customer has not paid. Installation is now 7 days away. The installer is booked. Materials are on order.
Escalation task for the director (coming soon)
Coming soon: IBIOS will create a task for the director or sales manager with the job reference, outstanding balance, installation date, and a direct link to the job record, marked urgent at the top of their task list.
Final pay-by-link to the customer
Pay by link is live today, so the office can send the customer a link now. Coming soon: IBIOS will send a final payment email automatically (SMS also coming soon), firm in tone, stating the installation date and amount due, with the pay-by-link included.
“Balance Outstanding” flag (coming soon)
Coming soon: the job card on the IBIOS dashboard will show an amber “Balance Outstanding” flag, so anyone looking at the schedule will see which jobs have an unresolved payment issue. Today, managers see them on the list of balances to chase.
Director acts a week early — not on the morning
The director has a full week to contact the customer directly, agree a payment plan, reschedule if necessary, or hold the installation. None of these conversations need to happen on installation morning with a loaded van.
The outcome the escalation will aim for (coming soon)
A week
advance notice to resolve unpaid balances before installation day
Flagged
at-risk jobs will be flagged a week out once the escalation launches (coming soon)
Auto
director task will be created without manual report-checking (coming soon)
Seven days is a workable window. The director can call the customer, agree a payment arrangement, reschedule if needed, or cancel the job with enough notice to reallocate the installer. None of those options exist on installation morning with a loaded van.
Questions about the 1-week escalation
What will trigger the 1-week escalation?
The automatic escalation is coming soon. When it launches, IBIOS will trigger it when the installation date is 7 days away and the job record still shows an outstanding balance, whether or not the earlier reminders were sent. Until then, managers can see outstanding balances on the list of balances to chase.
Who will get the escalation task?
Coming soon: the task will be assigned to the role configured as the escalation owner in IBIOS settings, typically the director or sales manager. The assignee will receive a notification, and the task will appear in their IBIOS task list with the job reference, the outstanding amount, the installation date, and a direct link to the job record, marked urgent by default.
What if the customer pays the balance after the escalation?
When the escalation launches (coming soon), a payment recorded in IBIOS after the task has been created will resolve the task automatically and clear the job flag from the dashboard, and the director will be notified that the balance has been received. No manual task closure will be needed.
Does the installer see the unpaid balance flag?
By default the installer does not see financial information — IBIOS’s role-based permissions mean cost and payment data is restricted to office staff and directors. The installer sees their scheduled jobs as normal. Unpaid balances are a matter for the office to resolve before installation day; the automatic director escalation is coming soon.
Will we be able to change who the escalation task is assigned to?
Yes, when the escalation launches (coming soon). The assignee will be configurable in IBIOS settings without any code changes: a specific user, a role group, or multiple recipients, such as the original sales rep with a director copied in. The default will be director-level assignment so the right person has authority to act.
Don't find out about an unpaid balance on installation morning.
Live today: a list of balances to chase and pay by link. Coming soon: IBIOS will flag at-risk jobs 7 days out and create a director task automatically. Early access by waiting list.