Keep collections moving with polite notices, clear escalations, and clean records.
Let AI Agent run your dunning management
First Notice
Send the first dunning notice for the month for this client’s past-due invoices in QuickBooks Online. For each debtor, confirm the invoice is not in active dispute and the due date passed at least 15 days ago. Apply the firm’s polite template and the assigned partner’s signature. If the customer historically pays within the next month, keep the courteous tone. Pause before sending to a brand-new customer and wait for my approval. Send each email from Gmail with a CC to the assigned partner. Return a Slack summary with notices sent, customer replies received, and accounts to review.
Second Notice
Escalate to the second dunning notice in Xero for invoices still open after the first notice. Confirm 15 days passed since the first send and no new dispute exists. Apply the firm’s firmer template with an explicit deadline. If the customer replied requesting a payment plan, do not escalate, flag for me to negotiate the plan. Ask me the firm’s standard deadline window if you cannot find it. Return a Slack list with second notices sent, payment plans requested, and accounts in dispute.
Demand Letter
Draft the demand letter for accounts crossing 60 days without response after the second notice, in NetSuite. Build the dossier with reminder history, amounts, dates, customer communications, and the prior deadline. Ask me which materiality threshold to use to escalate to demand letter versus bad-debt write-down. Do not send the letter, leave it ready for partner review. That signature does not get sent by an agent. Return a Slack list with drafted letters, complete dossiers, and proposed next step per customer.
Collections Dossier
Prepare the pre-litigation dossier for accounts the partner flagged in Sage Intacct. For each case, assemble the full record: original contract, invoices, every dunning notice sent, customer responses, and the demand letter. Ask me whether to include the firm’s outside counsel contact in the package. Do not initiate any legal step, that is partner and counsel territory. Return a Slack list with packaged dossiers and proposed escalation per customer.
Up to 80% Lower Cost to Serve
For accounting firms, dunning is repeatable and delicate at the same time. Minded positions the AI bookkeeper for up to 80% lower cost to serve by moving the repeatable layer, reminder, second notice, out of staff queues, while leaving demand letters and litigation prep with the partner.
Dunning End-to-End Without the Hand-Offs
Most dunning templates live in a Word doc and get copy-pasted invoice by invoice. End-to-end dunning connects past-due detection, level-by-level escalation, response tracking, demand-letter dossier, and pre-litigation packaging. For sibling pieces, see AI payment collection and accounts receivable automation.
Templates That Learn the Firm's Tone
A new debtor and a 10-year repeat customer should not get the same dunning letter. Templates that learn the firm’s tone should remember language, signatures, and escalation timing per client books, not globally. That keeps the escalation ladder from torching customers who pay late by habit but pay. Per APQC, top-quartile organizations collect in a median 30.5 days versus 49 days at the bottom, the gap is policy discipline, not template volume (see APQC’s finance benchmarks).
How does Minded handle dunning management across the escalation ladder?
Minded follows your defined ladder from reminder to first notice, second notice, and demand letter. It checks invoice status, prior outreach, dispute notes, promised payment dates, and required approval gates before drafting or sending. Each step is recorded so the collections lead can verify timing and context.
Can Minded draft a dunning letter without skipping compliance steps?
Yes, Minded can apply firm-approved templates, required language, hold rules, and review checkpoints before a dunning letter goes out. For FDCPA-relevant workflows and commercial account policies, it helps maintain consistency and auditability, while legal counsel remains responsible for approving final language and escalation rules.
Which accounting systems can Minded use for past-due notice workflows?
Minded can work across QuickBooks Online, Xero, NetSuite, Sage Intacct, and Zoho Books to identify overdue invoices, balances, customer records, and payment history. It can then prepare past-due notices and route drafts through Gmail or Slack based on the firm’s operating process.
How does an AI bookkeeper protect customer relationships during collections?
Minded uses account context before escalating, including prior emails, dispute flags, partial payments, and client-specific tone preferences. It can suggest measured language, avoid duplicate outreach, and pause accounts with open issues. The goal is firm, documented follow-up without sounding careless or unnecessarily aggressive.
What should be included before sending a demand letter?
Before a demand letter, Minded can assemble the invoice copies, aging history, prior notices, email trail, payment promises, dispute notes, and approval record. It can also flag missing documentation or unresolved exceptions so the collections lead or attorney can review the file before escalation.