How do payment reminders go out on time without the director calling?
Payment reminders become drafts in your own tone and rhythm; Bombos matches replies to the right invoice and proposes the colleague responsible, and you send them.
Works with QuickBooks and your own project numbers.
Payment reminders are the first task; after that, your team handles more work with the same people and teaches Bombos the next task itself.
This is how it goes now, and how it goes with Bombos.
The first reminder goes out late, the second never, and eventually the director calls in person; in the meantime the money is sitting with the customer.
Today you look up the invoice and payment status in QuickBooks for every customer reply, and reminders go out late or not at all. QuickBooks Online can already send reminders after the due date on a schedule. The work sits in the customer's reply and in the tone and rhythm you choose. An "already paid" email still needs to reach the right invoice and the right colleague.
Reminders sit ready in your own tone and rhythm, and next to an "already paid" reply is the payment status, for the colleague checking it.
Bombos prepares the reminder as a draft in your own tone and rhythm, using the invoice data from QuickBooks and the information in your email. You read, adjust and send it. When a customer replies "already paid," Bombos finds the invoice and payment status and prepares a proposal for the colleague who checks it. The customer's message does not count as proof of payment.
After three months, every reminder is ready on time, in your tone, without the director having to call. Replies saying "already paid" reach the right colleague with the status from QuickBooks. Your accounts receivable process keeps up with growth, and your team has room for the next task that currently gets left behind.
What's ready for you then
- Every reminder ready on time, in your own tone
- Less money left sitting unnoticed with customers
- "Already paid" goes straight to the right colleague
- The director no longer has to call
Where do you see that?
One list in Bombos holds the proposals around your payment reminders. A draft you can review shows "ready for you." A reply that still needs checking shows "waiting on your input." The proposal tells you why a reminder or next step is ready, and which colleague should look at the reply.
You do not need QuickBooks open to see which reminder is ready and which reply still needs checking. For an "already paid" reply, you weigh the payment status Bombos found together with the customer's email. The list makes visible what you need to decide; a proposal on that list does not turn the invoice into a paid one. You send the reminder yourself, from your own mailbox, after checking it. The log lets you look back at the reminder: every action with an effect outside Bombos is in there, so you can trace what happened to the message.
How does it start?
In the first week of the three-month pilot, we look at QuickBooks together, and at the mailbox you send reminders from. The conversation takes about an hour. We discuss your tone, the rhythm you want, and who checks replies about payments. We also look at how you already use QuickBooks's own reminder feature.
Bombos then puts the first task live at "proposals." You review the draft text and the colleague proposed for a reply. A correction to the tone or the routing becomes the rule for next time. Without your corrections, Bombos does not learn your tone or your routing. You do not need to move any bookkeeping or take a course; we fill in the settings together. Once a task type has gone well for a while, you decide whether "run after approval" or "run on its own" fits. The log keeps giving you insight, and reminders stay something a staff member reviews.
A payment arrangement made by phone that only you know about is still missing from that groundwork. Bombos asks what you agreed with the customer. You add the arrangement, so the next reminder takes it into account. You see that arrangement again in the draft you review.
The reminders are the start, not the whole offer. We take you along on the first task. After that, your own office staff teach Bombos the next one, without you having to come back to us. After three months, every reminder goes out on time without the director having to call.
On time now, ready for more.
Payment reminders slip because nobody has time for them. Growth makes that worse: more customers and invoices arrive while the same people handle it on top of everything else. If you do not want headcount to grow, your current team needs to handle more. That is what Bombos is for: more work, of a higher quality, with the same people, for less than half a day a week of the person you would otherwise hire.
After the reminders, your team teaches Bombos the next task itself. Nobody needs to be technical. You explain how you work and improve what Bombos proposes, and your people learn to work with AI along the way. We guide you through the first step because we do not want you to keep coming back to us.
Curious what that could change for your team? Leave your number and we will call you back to talk through your situation.
What Bombos does, in three steps
It reads what comes in
An email, a message, a photo or a PDF: Bombos reads it, looks up the client and the details in the systems you already have, and sees what is missing.
It drafts the work, you approve it
The proposal sits on one list with the reasoning next to it. You read it, adjust it and approve. Only then is anything sent, booked or filed.
It remembers what you decide
Every correction becomes the rule for next time. Once a kind of task has gone well for a while, you hand it over step by step, and you check the log afterwards.
What can't Bombos do here today?
Bombos does not send the payment reminder without your approval. Nor does it assume an invoice is paid just because the customer says so. It can read the reply and pull up the status in QuickBooks, but a difference between those two needs a staff member's check. That person decides what the reply means for this invoice. An open item and an email saying "already paid" stay two different accounts of the same payment until that check happens.
A payment arrangement made only by phone with the customer, and written down nowhere, is in no system at all. So Bombos interviews you about it: it asks which payment arrangements apply per customer, so the next reminder takes them into account.
When information is missing, Bombos puts a question in front of you instead of guessing. Even a draft that looks fine can still contain mistakes; the text needs checking before it goes out from your mailbox. Outgoing messages to a third party never leave, on any channel, without a staff member's approval first. Even with a fixed reminder rhythm, that limit is technically enforced. Only Bombos can switch it off, at your explicit request and at your own risk.
A good reminder starts with knowing what was agreed about the payment.