Reminders and invoices
Reminders that go out on time, and invoices that follow up on their own.
No-shows and late payments usually come from a reminder nobody had time to send. We connect your calendar, your invoicing, and your payment tool so the reminders and follow ups happen every time.
The problem, and what we do about it
Somebody in the office spends part of every week texting tomorrow's appointments, sending invoices from notes, and writing the awkward second email about a bill that is 30 days late. Some weeks it gets done. Busy weeks it does not, and that is when the no-shows and the slow payers show up.
We wire the tools you already use together. Appointments in your calendar or scheduling tool get a reminder at the times you choose. A finished job or a signed estimate starts the invoice. Overdue invoices get polite follow ups on a schedule you approve, and payments land back in your books so nobody keys them twice.
Who it's for
Honest on purpose, so nobody wastes a call.
A good fit
- Practices and studios that lose time to no-shows
- Trades and service businesses that invoice after each job
- Offices where the owner chases late payments personally
Not a fit
- Collections work or anything that threatens a customer
- Rebuilding your accounting. Your bookkeeper or CPA still owns the books
What you get
Written down so there are no surprises on the quote.
What's included
- Appointment reminders by email or text at the times you choose
- Invoices created from a finished job, a signed estimate, or a booking
- Overdue follow ups on a schedule you approve, in your words
- Payments from your card or payment tool recorded back in your books
- A weekly list of anything that needs a person, like a disputed invoice
- Built in your own accounts, with a one page note on how it works
What it's not
- Subscriptions to QuickBooks Online, Square, Stripe, or your scheduling tool, which stay in your name
- Bookkeeping, tax advice, or deciding your payment terms
- Payment processing fees, which your processor charges
What it costs
Published prices are starting points for the scope listed. You get a fixed price in writing before any work starts, and platform or license fees are listed as separate lines.
| What | Price |
|---|---|
| Standard automation, reminders or invoicing between your tools | From $1,500 |
| Quick workflow, a single reminder or a single follow up | $750 |
| Custom integration, when your tools do not connect on their own | From $3,000 |
| Automation care, watched and fixed | $150 a month, or $100 on a care plan |
| Platform subscriptions | In your name, at the provider's price |
See the price for this on the pricing page
What it depends on
- Admin access to your calendar or scheduling tool and your invoicing or accounting tool, approved by the owner
- Your bookkeeper's OK on anything that writes into the books
- Texts only to customers who agreed to receive them
What you own
Accounts and builds stay in your business's name. The details are on the workflow automation page.
Next step
Book a 15-minute call and tell us which calendar, invoicing, and payment tools you use today.
Prefer to write? Send the form and we reply the same business day.
How it works
We start from your calendar and your invoicing tool, agree the reminder times and the overdue schedule with you, and get your bookkeeper's OK before anything writes into the books. Each reminder and follow up then runs on a test appointment and a test invoice before a real customer sees it.
An automation checkup
One hour on site or remote. You get a one page map of the repeat work in your office, the three builds worth doing first, and what each one costs. $450, credited in full toward automation work you book with us within 30 days.
A fixed price in writing
What the build does, which tools it uses, what the platform fees will be, and when it goes live. The price does not move.
Built and tested on your real work
We build it in your accounts, run it on real examples with you watching, and fix what does not fit how your office actually works.
Handover, then care if you want it
A one page note on what runs, where, and how to turn it off. Automation care keeps it working when a vendor changes something.
Questions owners ask
Which tools can you connect?
Common ones are QuickBooks Online, Square, Stripe, Google or Microsoft calendars, and the scheduling tools most small offices use. Tell us what you have and we confirm it connects before quoting.
Do customers feel nagged?
You approve every message and the schedule. Most offices send one reminder before an appointment and two or three polite notes on an overdue invoice, then a person takes over.
Does this touch our bank account?
No. It works with your invoicing and payment tools. Money moves only through the processor you already use.
What if our software has no connection?
Some older practice and industry software has no way in. Sometimes a small custom integration solves it, and sometimes the honest answer is that a step stays manual. We tell you which before you pay for anything.
What does it cost?
Most reminder or invoicing builds are a standard automation, from $1,500. A single reminder is a quick workflow at $750. Platform fees are separate and in your name.
Sources we used
Public guidance we relied on for the facts on this page. None of it endorses Vektrion.
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