Review collection reminders

Chasing an overdue balance well means working from what your invoicing provider confirms is owed, not from an estimate somebody entered into the pipeline months ago and never updated. Collections keeps overdue invoices, payment promises, disputes, and reminder receipts together for exactly that reason, built on verified invoice balances rather than opportunity estimates, and every reminder still requires your approval before it goes out.

Open Collections

Enable Collections and Stripe invoicing in Plugins, then open Collections in the Command Center. Live invoice refreshes need a configured Stripe connection; sending also needs the workspace email connection. Self-hosted installations must apply the required migrations.

Try the fictional SuperDebate workspace first. Demo actions stay in the current session, and reset restores the original cases.

Review an overdue account

1. Enter an invoice and choose Refresh and track invoice. The workspace records verified invoice facts and groups the case by account and currency.
2. Open the case. Check the remaining balance, observation time, and invoice provenance. Choose Refresh invoice facts when you need current information; opening the page does not refresh the provider automatically.
3. Record ownership, a payment promise, dispute, or pause as appropriate, then choose Save case policy. Review the resulting case before preparing a reminder.
4. Choose Preview reminder. Read the recipient, subject, exact message, balance, and payment links. A preview does not send email.
5. Choose Queue reviewed reminder to submit it to the approval queue. Choose Approve and send only after checking the proposed message. The executor checks the current invoice and case again before dispatch.

A changed balance, recipient, dispute, pause, contact restriction, or disabled plugin can prevent the queued reminder from sending. Refresh the case and prepare a new preview when the facts change.

Change a case through Ask AI

Ask AI or an authorized workspace MCP client to change a case's dispute, pause, pause-until date, payment promise, owner email or next action. Identify one customer and currency case. For example, ask: “Pause collections for Lena Walsh while we resolve the billing question.” The assistant reads current invoice evidence and stages a proposal; the saved case stays unchanged until you approve it.

Open the proposed change in Collections or the approval queue. Check the current and proposed values, then choose Approve policy change in Collections or reject it. Ask for another proposal if the values need editing. A changed case revision, recipient or invoice balance invalidates the earlier preview, so review a fresh proposal before proceeding. Approval changes the case and its follow-up work; prepare and approve any reminder separately.

Policy previews support cases with 1–25 tracked invoices and require working Stripe access. If invoice verification fails, retry after restoring the connection or review the case directly in Collections. Invoice tracking and refresh remain workspace controls. Restore earlier policy values with a new reviewed change; there is no automatic undo of history or previously sent mail. If a policy change fails because a connection was unavailable, restore access and choose Review retry on that same action, then approve it again. This retains its original request and receipt. Changed case or invoice facts still require a new proposal.

The fictional demo supports owner, pause and resume requests. Try “Set the collection owner for Lena Walsh to finance@northline.example” in the roofing workspace, then review the simulated proposal. Demo results stay in your browser session.

Read the receipt before retrying

A confirmed send records a receipt and starts the reminder cooldown, 72 hours by default, though an operator can configure it anywhere from 1 to 720 hours depending on how aggressively your business wants to chase. If a provider response comes back uncertain, further reminders for that case hold automatically rather than guessing; choose Reconcile receipt on the existing failed action before you attempt another reminder, since an uncertain result is not the same thing as a confirmed non-send.

A payment can still land after the final provider read, crossing paths with an email that was already accepted for delivery. A verified paid invoice shows the settlement, but that alone does not tell you the reminder was what caused the payment, just that both happened.

Costs and disabling

Collections uses deterministic reminder decisions and does not require a separate model call. Live invoice refreshes and approved sends use the existing Stripe and email connections, whose usage may incur charges. AI chat around the workflow uses the workspace model configuration.

Disable Collections in Plugins to stop new plugin operations. Cases, invoices, sent reminders, and receipts remain. Disabling does not reverse a payment or email already accepted by a provider.

If the workflow is unavailable

Check plugin activation, invoicing and email connections, workspace access, and installation migrations. If a case is held or a reminder is skipped, read its reason and refresh the relevant invoice or case policy before preparing another approval. Controlled demos and database tests do not establish that your live provider connections are configured correctly.