Understanding Smart Follow-up Sequences
Learn how our intelligent automated sequences work and when they trigger.
Smart Automation Sequences are the heart of PayChase AI's intelligent collection system. Unlike traditional static email sequences, our AI-powered workflows adapt in real-time based on client behavior, payment patterns, and relationship dynamics.
What Are Smart Automation Sequences?
Smart Automation Sequences are intelligent follow-up workflows that automatically send personalized emails to clients with outstanding invoices. Our system uses advanced AI to analyze client behavior and adapt the sequence timing, tone, and content for maximum effectiveness.
Key Features
- 6-Step Intelligent Workflow: From gentle reminders to firm collection notices
- Behavior-Driven Adaptation: Sequences adapt based on client payment history and response patterns
- Auto-Pause Functionality: Automatically stops when payments are received or clients respond
- Smart Scheduling: Timing adapts based on client relationship scores and risk profiles
- Tone Escalation: Intelligent progression from friendly to professional to firm
How Sequences Trigger
Sequences can be triggered in several ways:
Automatic Triggers
- Invoice Due Date: Sequences start automatically when invoices become overdue
- Manual Start: You can manually start a sequence for any unpaid invoice
- Bulk Operations: Start sequences for multiple invoices at once
Smart Timing
- Sequences respect business hours and timezones
- Weekend and holiday scheduling is automatically avoided
- High-value clients receive extended delays between steps
- Critical risk clients get accelerated follow-ups
The 6-Step Sequence Flow
Each sequence follows a carefully designed 6-step progression:
Gentle Reminder (Day 1)
Tone: Friendly and helpful
Purpose: Polite reminder with payment details
Timing: 24-72 hours after due date (varies by relationship score)
Professional Follow-up (Day 3-5)
Tone: Professional but warm
Purpose: Include payment options and support
Timing: Extended for high-value clients
Payment Request (Day 7-10)
Tone: Professional and direct
Purpose: Clear payment request with urgency
Timing: Shortened for high-risk clients
Formal Notice (Day 14-17)
Tone: Firm but respectful
Purpose: Formal payment demand
Timing: Account for past payment patterns
Final Notice (Day 21-25)
Tone: Firm and urgent
Purpose: Last opportunity before escalation
Timing: Business relationship consideration
Collection Notice (Day 30+)
Tone: Formal collection language
Purpose: Final notice before external collection
Timing: Legal compliance considerations
Client Behavior Analysis
Our AI continuously analyzes client behavior to optimize sequence effectiveness:
Payment History Analysis
- • Average payment days calculation
- • Late payment frequency tracking
- • Payment amount patterns
- • Seasonal payment trends
Response Pattern Analysis
- • Email open and click rates
- • Response frequency and timing
- • Communication preferences
- • Historical engagement patterns
Risk Profile Classification
- • Low Risk: Reliable clients with good payment history
- • Medium Risk: Standard clients with average behavior
- • High Risk: Clients with some payment delays
- • Critical Risk: High-risk clients requiring immediate attention
Relationship Scoring (1-10 scale)
- • Payment history weight: 40%
- • Response patterns weight: 25%
- • Invoice value and frequency: 20%
- • Communication quality: 15%
Pro Tips
- Monitor sequence performance through the analytics dashboard
- Adjust relationship scores manually for VIP clients
- Use custom pause reasons to track why sequences stop
- Review and optimize sequences monthly based on payment rates
Next Steps
- Learn about Client Behavior Analysis
- Set up Smart Scheduling preferences
- Configure Escalation Logic rules