Will this replace our accountant or finance team?

No. It removes the manual, repetitive parts of invoicing and follow-up so your team can focus on judgement calls, like negotiating with a difficult account.

Can reminders be sent through WhatsApp instead of email?

Yes, using the WhatsApp Business API, invoices and reminders can be sent through whichever channel your customers respond to best.

What if a customer disputes an invoice?

Disputed invoices can be flagged and paused from the automatic reminder sequence while someone resolves it directly.

Does this work with our existing accounting software?

In most cases, yes. We connect to what you already use — Zoho Books, QuickBooks, Tally and similar systems are common starting points.

How is overdue payment escalated?

You define the threshold — for example, 30 days overdue routes to a named accounts contact for a direct call, rather than another automated reminder.

Invoice & Payment Follow-up Automation

Invoices issued from the order and payment reminders that go out without a phone call.

Late payment often has less to do with the customer and more to do with an invoice that went out days after delivery, or a reminder that never got sent because whoever was meant to chase it got busy. This system raises invoices directly from confirmed orders and follows up on overdue amounts on a schedule, so collections don't depend on someone remembering.

Find What We Can Automate See how we implement

How the system works

Illustrative interface

01Order
Order confirmedSample
Order — illustrative referenceConfirmed

02Invoice
InvoiceSample
Reference
Invoice #1042 (sample)
Due date
30 Aug
1. Invoice raised from the order
2. Due date tracked to customer terms
3. Reminder scheduled

03Reminder
ReminderIllustrative
Polite reminder sent before and after the due dateSent

04Customer response
Customer responseSample
CustomerPayment scheduled in this week's run.

05Payment status
Payment statusIllustrative
- Recorded when your finance system confirms itPending
- SettledPaid

06Escalation
EscalationIllustrative
Ageing invoices surface to management automaticallyFlagged

The problem

Cash flow suffers from delay, not just from bad debt

An order is confirmed and delivered, but the invoice isn't raised until someone in accounts gets around to it — sometimes days later, sometimes only when the customer asks. That delay pushes the payment due date back before it's even started.

Once an invoice is overdue, someone has to remember to check the aging report, work out who to call, and make the call. On a busy week, that step gets skipped, and 30 days overdue quietly becomes 60.

None of this shows up as a single obvious failure. It shows up as cash that's slower to arrive than it should be, spread across dozens of small delays.

The old way — handled manually

Invoice raised days after delivery
Aging report checked occasionally
Reminders depend on who's free
No record of what's been chased

Every step depends on someone remembering. Nothing connects to the next step on its own.

Why it happens

Invoicing waits on manual entry

Someone has to retype the order into the accounting system before it can be invoiced.

Aging reports aren't acted on daily

The report exists, but checking it and following up is a separate manual task.

Reminders depend on a person's schedule

Whether a customer gets chased depends on who's free that day.

What we automate

The work this system takes off your team

Raising invoices automatically from confirmed orders or delivery notes
Sending the invoice to the customer through email or WhatsApp
Scheduling reminder sequences as invoices approach and pass due dates
Escalating long-overdue accounts to a named person in accounts
Recording every reminder sent, so nothing is chased twice or missed
Feeding outstanding balances into the management dashboard

Before and after

What changes on the ground

Same people, same customers, same tools where they already work — a different flow between them.

Before: scattered work

Invoice raised days after delivery
Aging report checked occasionally
Reminders depend on who's free
No record of what's been chased

Information is copied between tools by hand. Nothing is connected, so nobody can see the full picture without asking someone.

ScatteredConnected

With ReLeaf: one connected system

01Invoice raised same dayDirectly from the order
02Reminders run on scheduleRegardless of workload
03Escalation is automaticFor genuinely overdue accounts
04Full reminder historyNothing chased twice

Each step hands the next one the information it needs. Work moves forward on its own and management can see where every job stands.

Use cases

Where businesses apply it

Distributor invoicing after delivery

Invoices are raised the moment delivery is confirmed, cutting days off the payment cycle before it starts.

Business with many small recurring customers

Reminder sequences run consistently across hundreds of accounts, not just the largest ones staff remember to chase.

Company with a dedicated accounts team

The team focuses on genuinely difficult accounts instead of manually tracking every invoice's age.

Who benefits

Accounts team: Less manual chasing, more focus on accounts that need real attention.
Business owner: Faster, more predictable cash collection.
Sales team: Fewer awkward payment conversations with their own customers.

Possible integrations

Zoho Books
QuickBooks
Tally
SAP Business One
WhatsApp Business API
Excel

We work with what you already run. If a tool is not listed, we look at whether it can connect before recommending a change.

Implementation

How we put this in place

Scoped so the first version is running inside your business quickly, then extended.

01
Review the invoicing trigger
We identify what should cause an invoice to be raised — order, delivery or milestone.
02
Connect to accounting
We link order data into your accounting system so invoices generate without re-entry.
03
Design reminder sequences
We agree timing and tone for reminders before and after due dates.
04
Set escalation rules
We define when and to whom overdue accounts get escalated.

Questions we usually get asked

Related systems

Industries we build this for

Go deeper

See all seven systems

Get paid faster without more phone calls

Tell us how invoices and reminders work today and we'll show you where the delay is happening.

Find What We Can Automate Book an AI Business Audit