A payment chase that runs itself: a scheduled sequence of increasingly firm but always professional messages, tracked per invoice, so cash arrives without you having to feel awkward about asking. Describe your invoicing terms and a Taskade Genesis app builds the ledger and the chase.
The Sales Pipeline Workflow app is a live Taskade Genesis build embedded on this page, built to move records through timed stages with a follow-up attached to each one. Use it here, then click "Use this app" to clone it in about ten seconds and describe your own payment terms so the stages become your invoice chase cadence.
Late payment is the single most common cash problem in small consulting firms, and it is usually not refusal, it is friction: the invoice went to the wrong person, the purchase order was never raised, or it sat in an approval queue nobody watched. A tracked chase removes the friction without damaging the relationship. Workspace DNA runs it. Memory holds every invoice, the contact who pays it, and how this client behaved last time. Intelligence, backed by 15+ frontier models from OpenAI, Anthropic, Google, and open-weight providers, writes each message at the right temperature for the stage and the relationship. Execution sends on schedule and stops the moment payment lands.
The ledger renders in whichever layout you need:
- Calendar view for due dates, chase dates, and expected cash by week
- Table view for the full invoice ledger with age, amount, and chase stage
- Board view for moving invoices through raised, sent, chased, escalated, and paid
- List view for the aged debt summary you read on a Monday
- Plus the rest of the 7 project views
Automations do the uncomfortable part. Wire Taskade automations so an invoice three days overdue sends a gentle reminder, fourteen days sends a firmer note copying the project sponsor, and thirty days escalates to you with a drafted call script. With 100+ bidirectional integrations, Gmail and your finance tools pull payment confirmations in while Gmail and Slack push reminders and internal alerts out.
The AI agents inside the app carry 34 built-in tools including persistent memory, file analysis, web search, custom slash commands, and multi-agent collaboration. Ask the agent to write the escalation you have been avoiding, then edit one sentence and send it. Removing the drafting friction is usually what unblocks the payment.
Clone it, connect your invoicing, and the cash record is yours. Aged debt history also tells you which clients need payment terms adjusted at renewal.
Build your own ledger in Taskade Genesis, see live finance apps in the Community Gallery, or learn invoice workflows in Learn. Trigger invoices from delivery with Track Deliverables Across Every Client Engagement, and set better terms upstream in Build a Statement of Work With Acceptance Criteria.
Frequently Asked Questions
How soon should I chase an overdue invoice?
Within a few days of the due date, and gently. Early contact usually catches an administrative problem rather than a payment problem, and waiting three weeks makes the first message harder to write and easier to resent. Automating the first nudge removes the hesitation entirely.
Does chasing damage the client relationship?
Handled routinely it does the opposite, because it signals that you run a proper business. The damage comes from silence followed by an emotional message at day sixty. Consistent, professional, scheduled contact is what protects the relationship.
What should the escalation sequence look like?
A typical pattern is a friendly reminder at three days, a firmer note at fourteen copying the project sponsor, a formal escalation at thirty referencing the payment terms, and a decision point at forty five. Set your own thresholds once and the system applies them to everyone equally.
Can it stop chasing as soon as payment arrives?
Yes, and this matters. Nothing is worse than a reminder sent the day after payment cleared. Connect payment confirmation so the record updates and the sequence halts, and mark part-payments so the chase continues only for the balance.
How do I avoid the invoice going to the wrong person?
Capture the billing contact, the purchase order requirement, and the approval route during onboarding rather than at invoice time. The intake questionnaire is the natural place to ask, and it prevents most of the delays that look like reluctance to pay.
Can it forecast cash?
Yes. Because every invoice carries an amount, a due date, and a chase stage, the calendar shows expected cash by week with the risky items flagged. That view is often the first time a solo consultant sees their cash position clearly.
Should payment terms change for a repeat late payer?
Often, and the history gives you the grounds. Deposits, milestone billing, or shorter terms are reasonable responses to a documented pattern, and raising it at renewal with data is much easier than raising it in the middle of a project.
What is the most effective single change to get paid faster?
Invoice on the day the milestone is accepted rather than at month end. Most late payment is really late invoicing plus a slow approval chain, and shortening the front of that sequence moves the whole thing forward by weeks. Wiring the invoice trigger to your deliverable tracker makes it automatic, so the invoice goes out while the work is still fresh in the client's mind and the person approving it can remember what it was for.
