Stop chasing clients for documents and payments by hand
Your client list drives polite, personalised reminders — sent from your own email, on a schedule you choose, stopping as soon as the document arrives or the invoice is paid. You see who is missing what at a glance.
from €290
The problem
The chasing problem
- Every month or quarter, someone in the office emails the same clients for the same missing receipts, statements and forms.
- Reminders depend on who remembers; some clients get three emails, others none.
- Overdue fees are awkward to chase, so they wait — and cash flow suffers.
The outcome
What the automation does
- Sends each client a personal request listing only what is missing from them.
- Follows up automatically every few days (you choose the rhythm and tone) until it's received.
- Updates a simple status tracker and emails you a weekly summary of what's still missing.
- Payment Chaser: 3 polite reminders for overdue invoices, stopping as soon as an invoice is marked paid.
What's included
- Setup on your Google Workspace or Microsoft 365 email and a Google Sheet/Excel client list (up to 300 clients)
- Built in n8n (or Make if you already use it), on your account
- Reminder templates in Italian and/or English, written with you
- Status tracker and weekly summary email
- Test run on 3–5 real or test clients before going live
- Short guide and 30 days of fixes
Not included (scope limits)
- Replacing your practice-management software (it works alongside it)
- Integration with software without an export or API (we check before you buy — use the Request form)
- Sending via WhatsApp/SMS (possible as a custom project)
- Legal advice on dunning wording or deadlines
- Subscriptions to n8n/Make or your email provider
Your data
Your data stays in your accounts
- Runs in your own accounts, or on your server with self-hosted n8n; EU hosting by default.
- GDPR art. 28 data processing agreement when we handle personal data for you.
- Least-privilege access; credentials stay with you; access removed and no copies kept after handover.
- Your data isn't used to train AI; sensitive workflows can avoid external AI entirely.
For accounting firms: client documents stay in your accounts, and the setup takes your professional secrecy obligations into account: our access is limited and no external AI is involved.
How we handle your dataTimeline
- 01
Intake (day 0)
Tell us your document list, reminder rhythm and tone; share a sample client list (fictional data is fine to start).
- 02
Build and test (days 1–8)
We set up the workflows on your accounts and run them on test clients.
- 03
Go live (day 10; bundle day 15)
You approve the templates, we switch it on, and you get 30 days of fixes.
Clear, fixed price
Document Chaser
Regular price €390, introductory price €290final price
Payment Chaser
€290final price
Both (Document + Payment Chaser)
€590final price
Secure checkout by Stripe. You'll be asked whether you're buying as a business or a consumer.
After payment you're taken to a short intake form. Work starts when the intake is complete (consumers: see the 14-day withdrawal right in the terms).
See it working
Try the interactive demo
Client document chaser (demo)
DEMO · fictional data · nothing is sent
1 · What comes in
Move the date forward to see reminders become due.
Oakridge Furniture Ltd (demo)
Last email: 20 OctBluebell Design (demo)
Last email: noneGreen Leaf Café (demo)
Last email: noneHartley & Co (demo)
Last email: 22 OctNorth Bikes (demo)
Last email: 18 OctMaple Physio (demo)
Last email: 25 Oct
2 · What the automation does
- 1Read the client list and the documents received
- 2Work out what's missing for each client
- 3Check the 5-day rhythm and how many emails were already sent
- 4Write the right email: first request, reminder or last reminder
- 5After 3 emails: flag the client for a call instead of emailing again
- 6Update the checklist and the office summary
3 · Result
Press “Run the automation” to see what it would send. Change the inputs on the left first if you like.
Manual vs automated
- Manual
- 27 min / week
- Automated
- 8 min / week
- Time saved
- 19 min / week
- ≈ 1.4 hours saved per month
How we calculate this
- 2 min per client to check what's missing
- 5 min to write and send each email
- This run: emails 3, clients 6 → 4.5 min per client
- The automation takes over 70% of the task time (the same assumption as our hours-saved calculator). The rest stays with you: reading replies, checking documents, judgement calls.
Want this with your own tools?
Document & Payment Chaser for accounting firms · from €290
For technical teams: download the n8n workflow (JSON) — Same logic as this demo. Fictional data, no credentials, email steps disabled.
Invoice payment reminders (demo)
DEMO · fictional data · nothing is sent
1 · What comes in
- INV-1101 · €480.00Oakridge Furniture Ltd (demo)Due: 24 Oct · overdue: 3 d · Last reminder sent: none
- INV-1097 · €250.00Green Leaf Café (demo)Due: 14 Oct · overdue: 13 d · Last reminder sent: friendly
- INV-1090 · €1,200.00Hartley & Co (demo)Due: 1 Oct · overdue: 26 d · Last reminder sent: firmer
- INV-1099 · €320.00North Bikes (demo)Due: 16 Oct · paid · Last reminder sent: friendly
- INV-1104 · €150.00Bluebell Design (demo)Due: 11 Nov · due in: 15 d · Last reminder sent: none
2 · What the automation does
- 1Read the invoice list
- 2Skip paid invoices and invoices not yet due
- 3Pick the stage: friendly 3+ days overdue, firmer 10+, final 20+
- 4Write the email in the tone of the stage
- 5Flag final-stage invoices to the owner
- 6Build the overview with totals
3 · Result
Press “Run the automation” to see what it would send. Change the inputs on the left first if you like.
Manual vs automated
- Manual
- 23 min / week
- Automated
- 7 min / week
- Time saved
- 16 min / week
- ≈ 1.2 hours saved per month
How we calculate this
- 1 min per invoice to check if it's paid
- 6 min to write and send each reminder
- This run: reminders 3, invoices 5 → 4.6 min per invoice
- The automation takes over 70% of the task time (the same assumption as our hours-saved calculator). The rest stays with you: reading replies, checking documents, judgement calls.
Want this with your own tools?
Document & Payment Chaser for accounting firms · from €290
For technical teams: download the n8n workflow (JSON) — Same logic as this demo. Fictional data, no credentials, email steps disabled.
Frequently asked questions
Does it send emails from my address?
Yes. Emails go out from your own Google Workspace or Microsoft 365 account, so replies come straight to you. Nothing is sent from PauSolutions servers.
What about client data and GDPR?
The workflows run on your accounts and your n8n/Make instance (or n8n self-hosted on your server); we only access what the setup needs. We sign a data processing agreement under art. 28 GDPR as your processor, and at handover we remove our access and keep no copies of your data.
We're bound by professional secrecy. Is that a problem?
No. Client documents stay in your accounts, reminders go out from your own email, and our access is limited to the setup and removed at handover. The chaser works with simple rules, so client documents aren't sent to any external AI provider.
Can clients reply or upload documents?
Clients reply to the email as usual or upload to the folder/portal you already use; the tracker is updated when the document is marked received (automatically for uploads to a shared folder).
Can I try it first?
Use the free Chasing Cost Check to see how much time chasing costs you, and look at the demo workflow (with fictional data). If you're unsure it fits your software, send a request before buying.
Ready when you are
Buy now for a fixed price, or send a request if you'd like to check the fit first. No calls required.