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Billing

What you are owed gets chased whether anyone remembers or not.

Most invoices get paid eventually. The damage is done in the gap, and the gap exists because chasing is the first task to slip when a week gets busy. Here is one invoice, start to finish, with every step attributed and the exact moment the machine stopped and handed it to a person.

Book the collections review See the cash position side
Invoice 2291, Calder and SonsThirty day terms, settled on day 61$14,280
0Day
Invoice raised from the agreement and sentAgentTerms read off the record. Nobody typed an amount.
0Day
Opened at 14:22SystemDelivery and open confirmed against the account.
23Day
Courtesy note ahead of the due dateAgentSent because this account has paid on time eleven of the last twelve times. A different account does not get this.
30Day
Due. Nothing receivedSystemThe clock starts. No message goes out on the day itself.
32Day
First reminder, warmAgentWritten after reading the payment history. This customer has earned the benefit of the doubt and the letter says so.
38Day
Reply logged to the recordAgentSitting with their finance director. Filed against the customer, not left in an inbox.
41Day
Second reminder, firmer, referencing the replyAgentIt knows what was said six days ago, so it does not start again from the top.
45Day
Threshold crossed. The agent stopsRuleOver ten thousand and fifteen days past due. The rule hands the account to a named person and sends nothing further.
45Day
Owner notified, history assembledAgentEvery message, the reply, the delivery record and the original agreement, in one place, ready for the call.
47Day
Call made. Two instalments agreedPersonThe judgement call, made by a person, which is the only part of this worth a person.
48Day
Terms updated, both instalments scheduledPersonRecorded against the agreement so the forecast moves with it.
52Day
First instalment received, $7,140AgentMatched against the open invoice on arrival. Balance stays open.
61Day
Second instalment received. SettledAgentInvoice closed, margin final, the account back on its normal ladder.

Nine of the thirteen steps ran without anybody. The four that did not are the two the business actually cares about: a rule deciding this had gone far enough, and a person deciding what to do about it. Sixty one days, one phone call, and the money in.

Illustrative. Names, amounts and dates are examples from a demonstration workspace, not a customer result. Instalments of $7,140 twice settle the $14,280.

THE SAME MOMENT, THREE CUSTOMERS

A reminder that has read the account does not sound like a template.

This is the part of the platform that can damage a relationship, so it is the part with the tightest controls. Below is day thirty two for three different customers. Two letters went out. One did not, and the reason it did not is the whole argument.

Eleven of twelve on timeWarm

Just a note that invoice 2291 slipped past its date on Tuesday. Given how reliably this normally runs I assume it is a scheduling thing rather than anything else. If it helps, the copy is attached again and I am happy to move the date rather than chase it.

Why

The account has a clean record, so the letter opens by saying so and offers to move the date. Chasing this customer like a stranger is how you lose them.

First invoice, new customerPlain

Invoice 2318 was due yesterday. It is the first one on this agreement, so in case it is useful: the terms are thirty days from issue, the reference is on the top right, and remittance details are at the foot. Any questions, reply here and it lands on your account.

Why

No history to read, so it assumes nothing and explains the mechanics instead. Warmth would be presumptuous and firmness would be rude.

Open service case on the accountNot sent

Nothing was sent. The account has an unresolved service case opened nine days ago on the same job this invoice covers. Chasing payment for work the customer is currently disputing is escalation, not collection, so it stopped and told the account owner why.

Why

This is the one that matters. An agent that cannot decline is not careful, it is just fast. The refusal and its reason are both on the record.

Illustrative drafts. Tone, ladder and the conditions under which the agent declines to send are all configured by you, per relationship.

MONEY ARRIVING

Matching is unforgiving, which is why it should not be manual.

Exact payments match themselves and nobody notices. The two cases that quietly cost an afternoon are the combined settlement and the part payment, and the case that costs a week is the one somebody guessed at. All three are handled below, including the one that is not.

Receipts today38 matched, 2 raised for a person
$7,140Calder and SonsMatched to invoice 2291Exact reference, exact amount.
$22,480Meridian GroupSplit across three invoicesCombined settlement. Allocated by age, oldest first, per the rule set on that account.
$4,900Voss InteriorsPart payment appliedAgainst $6,200. Balance of $1,300 stays open on the original terms rather than restarting the clock.
$1,150Reference unreadableRaised for a personThree candidate invoices within tolerance. It will not guess, so it asks.

The last row is the important one. Three candidate invoices sat within tolerance, so it stopped rather than picking the likeliest. A wrong match is more expensive to unpick than an unmatched receipt is to allocate.

WHERE WE ARE CAREFUL

Four controls, and each one can be off.

We would rather you turned this on gradually than all at once. These are the settings that decide whether automated collection reads as attentive or as nagging.

Tone and ladder, set per customerOn, per account
Your largest account and a first time customer do not get the same third reminder. You write the ladder; the agent follows the one attached to that relationship.
A ceiling above which nothing goes outOn, $10,000
Past a value you set, nothing reaches a customer without a named person releasing it. Service suspension and anything legal always route to a human first, whatever the value.
Every message written to the recordAlways on
What was sent, when, to whom and what came back. If a dispute arrives, the evidence is assembled already rather than scattered across four inboxes.
Any of it can be offYour choice
Run the matching and keep the chasing manual, or the reverse. The parts are separate, and taking one does not commit you to the rest.

WHAT BILLING COVERS

From the invoice through to the money arriving.

What is owed, by whom, for how longAn aged view that is current rather than assembled monthly, with the customer, the agreement and the delivery history one click away rather than in another system.
Reminders that sound like youSent from your domain, in your tone, escalating on a schedule you set. Firm with the account that always pays late, gentle with the one having a hard quarter.
Receipts matched automaticallyIncluding part payments and combined settlements, which are the two cases that quietly eat an afternoon. Whatever cannot be resolved is raised rather than guessed at.
Recurring billing that handles changeUpgrades, reductions, pauses and cancellations mid cycle, with the proration handled and the revenue view updating as it happens.
Refunds and disputes to resolutionTracked as cases against the customer with the history and the original agreement attached, so a dispute is answered from evidence rather than memory.
Money in and fees, without another loginWhat arrived, what was deducted and what actually reached the account, visible beside the invoices that produced it.

WHERE THIS CONNECTS

Cash is the end of a longer chain.

Finance

The cash position, the forecast, and what the receivables number means

CRM

Where the agreement and its terms were captured

Operations

Where the work being invoiced was actually delivered

FOR FINANCE AND BILLING TEAMS

Bring your aged list to the call.

The real one, with the awkward accounts on it. We will show you what would have been sent to each, when, and where it would have stopped and asked you first.

Book the collections review How the rules are set
an aKillion company
CRMOperationsFinanceBillingPartnersPeopleControl
AboutBook a demo
Billing

What you are owed gets chasedwhether anyone remembers or not.

Most invoices get paid eventually. The damage is done in the gap, and the gap exists because chasing is the first task to slip when a week gets busy. Here is one invoice, start to finish, with every step attributed and the exact moment the machine stopped and handed it to a person.

Book the collections review See the cash position side
Invoice 2291, Calder and SonsThirty day terms, settled on day 61$14,280
0Day
Invoice raised from the agreement and sentAgentTerms read off the record. Nobody typed an amount.
0Day
Opened at 14:22SystemDelivery and open confirmed against the account.
23Day
Courtesy note ahead of the due dateAgentSent because this account has paid on time eleven of the last twelve times. A different account does not get this.
30Day
Due. Nothing receivedSystemThe clock starts. No message goes out on the day itself.
32Day
First reminder, warmAgentWritten after reading the payment history. This customer has earned the benefit of the doubt and the letter says so.
38Day
Reply logged to the recordAgentSitting with their finance director. Filed against the customer, not left in an inbox.
41Day
Second reminder, firmer, referencing the replyAgentIt knows what was said six days ago, so it does not start again from the top.
45Day
Threshold crossed. The agent stopsRuleOver ten thousand and fifteen days past due. The rule hands the account to a named person and sends nothing further.
45Day
Owner notified, history assembledAgentEvery message, the reply, the delivery record and the original agreement, in one place, ready for the call.
47Day
Call made. Two instalments agreedPersonThe judgement call, made by a person, which is the only part of this worth a person.
48Day
Terms updated, both instalments scheduledPersonRecorded against the agreement so the forecast moves with it.
52Day
First instalment received, $7,140AgentMatched against the open invoice on arrival. Balance stays open.
61Day
Second instalment received. SettledAgentInvoice closed, margin final, the account back on its normal ladder.

Nine of the thirteen steps ran without anybody. The four that did not are the two the business actually cares about: a rule deciding this had gone far enough, and a person deciding what to do about it. Sixty one days, one phone call, and the money in.

Illustrative. Names, amounts and dates are examples from a demonstration workspace, not a customer result. Instalments of $7,140 twice settle the $14,280.

The same moment, three customers

A reminder that has read the account does not sound like a template.

This is the part of the platform that can damage a relationship, so it is the part with the tightest controls. Below is day thirty two for three different customers. Two letters went out. One did not, and the reason it did not is the whole argument.

Eleven of twelve on timeWarm

Just a note that invoice 2291 slipped past its date on Tuesday. Given how reliably this normally runs I assume it is a scheduling thing rather than anything else. If it helps, the copy is attached again and I am happy to move the date rather than chase it.

Why

The account has a clean record, so the letter opens by saying so and offers to move the date. Chasing this customer like a stranger is how you lose them.

First invoice, new customerPlain

Invoice 2318 was due yesterday. It is the first one on this agreement, so in case it is useful: the terms are thirty days from issue, the reference is on the top right, and remittance details are at the foot. Any questions, reply here and it lands on your account.

Why

No history to read, so it assumes nothing and explains the mechanics instead. Warmth would be presumptuous and firmness would be rude.

Open service case on the accountNot sent

Nothing was sent. The account has an unresolved service case opened nine days ago on the same job this invoice covers. Chasing payment for work the customer is currently disputing is escalation, not collection, so it stopped and told the account owner why.

Why

This is the one that matters. An agent that cannot decline is not careful, it is just fast. The refusal and its reason are both on the record.

Illustrative drafts. Tone, ladder and the conditions under which the agent declines to send are all configured by you, per relationship.

Money arriving

Matching is unforgiving, which is why it should not be manual.

Exact payments match themselves and nobody notices. The two cases that quietly cost an afternoon are the combined settlement and the part payment, and the case that costs a week is the one somebody guessed at. All three are handled below, including the one that is not.

Receipts today38 matched, 2 raised for a person
$7,140Calder and SonsMatched to invoice 2291
Exact reference, exact amount.
$22,480Meridian GroupSplit across three invoices
Combined settlement. Allocated by age, oldest first, per the rule set on that account.
$4,900Voss InteriorsPart payment applied
Against $6,200. Balance of $1,300 stays open on the original terms rather than restarting the clock.
$1,150Reference unreadableRaised for a person
Three candidate invoices within tolerance. It will not guess, so it asks.

The last row is the important one. Three candidate invoices sat within tolerance, so it stopped rather than picking the likeliest. A wrong match is more expensive to unpick than an unmatched receipt is to allocate.

Where we are careful

Four controls, and each one can be off.

We would rather you turned this on gradually than all at once. These are the settings that decide whether automated collection reads as attentive or as nagging.

Tone and ladder, set per customerOn, per account
Your largest account and a first time customer do not get the same third reminder. You write the ladder; the agent follows the one attached to that relationship.
A ceiling above which nothing goes outOn, $10,000
Past a value you set, nothing reaches a customer without a named person releasing it. Service suspension and anything legal always route to a human first, whatever the value.
Every message written to the recordAlways on
What was sent, when, to whom and what came back. If a dispute arrives, the evidence is assembled already rather than scattered across four inboxes.
Any of it can be offYour choice
Run the matching and keep the chasing manual, or the reverse. The parts are separate, and taking one does not commit you to the rest.
What billing covers

From the invoice through to the money arriving.

What is owed, by whom, for how longAn aged view that is current rather than assembled monthly, with the customer, the agreement and the delivery history one click away rather than in another system.
Reminders that sound like youSent from your domain, in your tone, escalating on a schedule you set. Firm with the account that always pays late, gentle with the one having a hard quarter.
Receipts matched automaticallyIncluding part payments and combined settlements, which are the two cases that quietly eat an afternoon. Whatever cannot be resolved is raised rather than guessed at.
Recurring billing that handles changeUpgrades, reductions, pauses and cancellations mid cycle, with the proration handled and the revenue view updating as it happens.
Refunds and disputes to resolutionTracked as cases against the customer with the history and the original agreement attached, so a dispute is answered from evidence rather than memory.
Money in and fees, without another loginWhat arrived, what was deducted and what actually reached the account, visible beside the invoices that produced it.
Where this connects

Cash is the end of a longer chain.

FinanceThe cash position, the forecast, and what the receivables number means
CRMWhere the agreement and its terms were captured
OperationsWhere the work being invoiced was actually delivered
For finance and billing teams

Bring your aged list to the call.

The real one, with the awkward accounts on it. We will show you what would have been sent to each, when, and where it would have stopped and asked you first.

Book the collections review How the rules are set
KastorBook a demo

See your own week run on one record.

Bring one department and a real week of work. In about thirty minutes we put it through Kastor: an enquiry arriving, moving through your stages, becoming a signed agreement, becoming an invoice, and landing in margin. The same record the whole way, with agents doing the parts nobody should be doing by hand.

  • Your enquiry to cash loop on one record, with the handovers taken out
  • Agents that write the invoice and chase it, not agents that answer questions
  • What your receivables number is today, and what it looks like after
  • Your model running inside your own environment, with the data staying there
No trial signup and no card details One follow up, then we stop Your data stays in your environment We bring the questions, you bring one real week

Request your demo

Five fields and a consent box. We reply within one business day.

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We use this to prepare the call and to reply. We do not sell it on or add you to a list you did not ask for.

What happens next

Three steps, and no sales process hiding behind them.

A demo request usually buys you a discovery call, then a qualification call, then a demo. This is one call, and the useful part of it happens in the first ten minutes.

01

A reply within one business day

Two or three times to choose from, and one question back so the call starts in the right place rather than starting at the beginning.

02

Thirty minutes on your own numbers

Not a slide deck. One department, one real week of work, and the loop running against it while you watch. Bring whoever argues with the numbers.

03

You keep the map either way

A written view of every point where your current setup asks a person to carry something between two systems. That is yours whether you go further or not.

Before the call

Three pages worth reading while you wait for the reply.

Lead to cashThe single argument the whole demo is built on
SecurityWhere your model runs and where your data stays
ControlWhat the owner sees when everything runs on one record

Not ready to book anything?

Fair enough. Read the lead to cash page instead. It makes the whole case in about six minutes and asks nothing of you. When it stops being theoretical, the form is still here.

Read that first