Invoice follow-up for garages and car dealerships
Walk-in customers pay at handover — but companies, fleets and insurers pay on invoice, in theory. The agent chases every workshop invoice by its real due date, with the repair order and supporting documents attached, and flags drifting accounts before the next job comes in.
In your day-to-day
- 01
Company invoices chased at D+3 with the repair order, purchase order and work detail attached automatically.
- 02
Tracking of insurer payments after assessment, with targeted follow-up when approval is granted but payment is missing.
- 03
Alert when a fleet account exceeds the outstanding balance you set, before accepting the next vehicle.
A typical scenario
A multi-brand dealership opens 2,500 repair orders a year, 40% of them invoiced on account to companies, leasing firms and insurers. The bookkeeper chases “when she can” — which means rarely.
- 01
A fleet manager requires the pre-approval reference on every invoice: the agent checks it is there before sending, and administrative rejections die out.
- 02
After a claim, the excess remains owed by the customer: it is chased with the individual, breakdown made clear — never mixed into the insurer receivable.
- 03
At quarter-end, the aged balance arrives sorted by payer type, with the three files ripe for legal action and their full history.
What changes
Workshop money comes in at the pace vehicles go out. The bookkeeper works flagged files instead of hunting for whom to chase.
Order of magnitude
Working assumptions
- →around €200,000 invoiced on account each month
- →an average of 25 days late beyond terms when nobody follows up
Bringing that lateness under 10 days puts in the order of €100,000 of cash back into permanent circulation.
Indicative estimate built on average sector assumptions — it gets recalibrated on your actual volumes during scoping.
What eats your days
- →
The phone rings all day for vehicle status — and every answer means checking the DMS or disturbing the workshop.
- →
Repair orders stay open because of a backordered part or a pending insurance approval, and nobody has time to chase the supplier or the assessor.
- →
Invoices to companies, fleets and insurers slip week after week because collection comes after the workshop.
How it works
- 1
Plugged into your invoicing
The agent reads your existing tool — invoicing, accounting, ERP — with no migration and no double entry. It knows every invoice, its due date and its history.
- 2
Written reminders, not templates
Each reminder is written for that client: friendly for a good payer one week late, firm and documented by the third notice. You approve the policy once; the agent applies it.
- 3
Escalation and audit trail
Sensitive account, dispute, large amount: the agent hands over to a human with full context. Every action is logged, every euro recovered is attributed.
Typical results
-30%
average collection delay, typical order of magnitude
100%
of overdue invoices chased, no exceptions, no oversights
0 h
of human time on first-level reminders
Orders of magnitude observed in production; your diagnostic sets your own baseline and targets.
Frequently asked questions
Does the agent find the repair orders and purchase orders to attach on its own?+
Yes: it matches the invoice with your DMS and attaches the repair order, purchase order or assessment report. An incomplete file is flagged to your team instead of being half-chased.
Can it chase an insurer stuck on an assessment?+
It distinguishes pending payment from pending approval: in the first case it chases the payment; in the second it flags the file to your team — negotiating with the assessor stays human.
Is this the problem eating your team’s time?
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