FOR THE AR SPECIALIST
Chase Note
Past-due follow-ups drafted and waiting by morning.
The Accounts Receivable Specialist stops needing to compose past-due follow-ups from scratch. For each customer who is due, Chase Note hands them a finished draft, one statement covering all of that customer's past-due invoices in the tone the oldest one calls for, ready to review and send.
- Time back
- 6 min
- per invoice
- Cost
- 18¢
- 36 Rivets per invoice
How it works.
5 steps, and your team only touches the ones that need a person.
- 1.
The daily scan checks who is due
Chase Note scans the invoice database every day and, for each customer with past-due invoices, checks whether a follow-up is due against the cadence you set. When a customer's invoices span business units with different cadences, the shortest one sets the rhythm.
- 2.
It gathers every past-due invoice for that customer
For a customer who is due, it pulls all of their currently past-due invoices and gathers the context for each: the job and date, the amount and open balances, the payment history, the membership status, and any prior notes.
- 3.
It writes one stacked, tone-matched draft
It composes a single statement-style follow-up that lists the customer's past-due invoices, naming each job and amount, with the tone set by the oldest invoice: friendly early, firm in the middle, formal when it has run long.
- 4.
The draft waits in the review queue
The draft and its briefs land in the Accounts Receivable Specialist's queue. They read the context, edit the draft if they want, pick email or SMS, and send.
- 5.
The outreach logs back to each invoice
Once sent, the outreach, the channel, the date, and the outcome record against each covered invoice automatically, so the history is on the record.
Try it.
A small working model of Chase Note. Nothing here touches a real customer.
Drag the slider to age an unpaid account and watch the collection note change its tone to match.
A day for the AR Specialist.
- 7:30 AM
The aging report shows dozens of past-due invoices, some chased last week and due again. The Accounts Receivable Specialist highlights a handful to start with and begins pulling each file by hand.
- 10:00 AM
Between collection calls they write follow-ups one at a time, hunting down the invoice, the job, and the prior notes for each, even for invoices they already chased a week ago.
- 1:15 PM
A customer has four open invoices across two service lines. Reconciling the balances into one statement and getting the tone right takes twenty minutes.
- 4:00 PM
A long-aged account needs a formal notice. Getting the facts straight and the wording careful will take thirty minutes, and the day is already gone.
- 7:30 AM
The drafts are already queued for every customer due today, the briefs pulled and the tone matched. The Accounts Receivable Specialist uses the freed time to prep for a customer who is disputing a charge.
- 10:00 AM
They review the queued drafts, already written in their own voice. One needs a small edit; the rest are ready, and they send them.
- 1:15 PM
The four-invoice account is already one statement, balances reconciled and tone set to the oldest invoice. They adjust one line and send.
- 4:00 PM
The formal notice is already written, facts straight and wording careful. They send it in five minutes and call the builder's owner to lock in a wire commitment.
What it won't do.
So nobody's surprised later.
- Does not create or edit invoices; it reads them.
- Does not process payments or generate payment links.
- Does not send any follow-up on its own; every message waits for the Accounts Receivable Specialist to review and send.
- Does not escalate to collections beyond the formal tier.
- About 220,000 calls a month analyzed across 31 shops
- 139 shops use Graphite Lab tools
- 108 ServiceTitan data types synced, including for multi-location operators
- 66 to 93 mobile PageSpeed, from a contractor's old site to the preview we built in under 10 days
Let’s talk about your shop.
No slide deck. Tell us how your team runs today and we'll show you what we'd build first. If it's a fit, we send you a quote.
