Why it matters
In a product business, the risk is not one late invoice. It is shipping the next order to an account that is already well behind. Catching that at the order, not at month end, is where the money is.
It also takes the awkwardness out of it for the sales team. The system flags the account, the owner decides, and the conversation with the customer starts from facts.
How it works
- Statements go to every trade account from Xero on your usual day.
- Accounts past terms get reminders that step up at set points, in your wording.
- When an overdue account places an order in Cin7 or Unleashed, the order is flagged for the owner before it ships.
- Everything stops for an account the moment it is paid up in Xero.
Where AI is used, and where it isn’t
- AI: None needed. Terms, limits and dates are rules, and rules are easier to trust here.
- Plain rules: Statement timing, the reminder schedule, the overdue threshold that flags an order, and who gets told.
You approve anything a customer sees before the flow goes live, and the flow runs in your own accounts.
What changes day to day
Statements and reminders go out on their own. The owner gets a flag when an overdue account orders, and decides whether it ships. No order is ever stopped automatically.
This is for you if
- Statements go out late, or only when someone remembers.
- You have shipped to a customer who already owed you for two months.
- Nobody owns the job of chasing trade accounts.
Worth knowing
- Payment terms need to be set correctly on each customer in Xero first.
- Keep the final say on held orders with a person. Some customers are worth the wait.
- Customers who pay by a different entity or account name need matching once, up front.
This is an illustrative example. It describes a flow we would build, not a client’s results. If you go ahead, we measure your own before and after.
Go deeper: Turn on automatic invoice reminders in Xero