AutoCASH
User Guide – Getting Paid Without Chasing Anyone by Hand
💰 The Four Levels
Every overdue customer lands on exactly one level, decided by how many days their oldest overdue invoice has been outstanding. Level 0 is not a demand — it is a friendly statement of what is open, and it resolves most cases on its own.
| Level | What the customer receives | Default trigger |
|---|---|---|
| 0 | A list of their open invoices. A nudge, not a demand. | below level 1 |
| 1 | First reminder. | 30 days overdue |
| 2 | Second reminder. | 45 days overdue |
| 3 | Final reminder. | 60 days overdue |
🔄 How AutoCASH Works – Visual Flow
Arrives
Read from Your ERP
Gets a Level
the Letters
Report
The letters themselves are produced and sent by your own ERP, with your numbering, your wording and your branding, in the customer’s language. AutoCASH decides who and when — your ERP decides how it looks. Nothing is ever sent from a BOTS4.me address.
🔐 The Preview – Your Safety Net
The day before a scheduled run, AutoCASH emails you a list of exactly who is about to be contacted, at which level, and for how much. That is your window to pull someone off the list — a customer who just promised to pay, one in a dispute, or an account your sales team is negotiating with.
To remove someone, add their customer ID to Never chase these customers on your dashboard. It takes effect immediately, including for tomorrow’s run.
🚀 Getting Started
- Connect your ERP on the dashboard, or install the BOTS4.me app from the Odoo Apps store.
- Switch AutoCASH on. It starts in Demo Mode — it reads everything and contacts nobody.
- Set Escalate up to to 1st reminder and leave it there to begin with.
- Check the run days (1 and 15 by default) and the minimum amount you care about.
- Wait for the report. It lists exactly who would have been contacted.
- Happy with the list? Switch Mode from DEMO to LIVE. From that moment your customers start receiving the letters.
⚙️ Dashboard Settings Reference
When it runs
| Setting | Default | What it does |
|---|---|---|
| Run on these days of the month | 1, 15 | The only days AutoCASH will contact anyone. A day past the end of a short month (e.g. 31) falls back to the last day, so February is never skipped. Leave empty to run whenever the gap below allows. |
| Minimum gap between runs | 14 days | A safety net on top of the days above: never run again within this many days, whatever the schedule says. |
Who gets chased
| Setting | Default | What it does |
|---|---|---|
| Only chase after | 14 days | How far past the due date an invoice must be before AutoCASH considers it at all. |
| Ignore debts below | 50 | Do not chase a customer whose overdue total is under this — rarely worth the relationship. |
| Currency of the amount above | EUR | The currency your minimum is written in. An invoice in a different currency is simply not measured against it — we never convert behind your back. |
| Never chase these customers | (empty) | Customer IDs from your ERP, comma separated. The accounts you always want to handle personally. |
Credit Note Protection
A customer whose open credit notes cover their invoices is never reminded — you effectively owe them, not the other way around. Always on, at every tier, with every skipped company listed in your report.
How hard it escalates
| Setting | Default | What it does |
|---|---|---|
| Escalate up to | 1st reminder | The hard ceiling. Nobody is escalated past this level however overdue they are. |
| 1st / 2nd / final reminder after | 30 / 45 / 60 | Days overdue that trigger each level. They are kept in ascending order automatically, so a typo can never jump a customer straight to a final reminder. |
How often the same customer may be chased
| Setting | Default | What it does |
|---|---|---|
| Repeat invoice list after | 7 days | Minimum gap before the same customer gets the same level again. |
| Repeat 1st / 2nd / final reminder after | 14 / 21 / 30 | Same idea, per level. This is what stops anyone being dunned twice for the same debt. |
What you receive
| Setting | Default | What it does |
|---|---|---|
| Send the report to | your account email | Who receives the after-the-fact report. Comma separated for several people. |
| Send the preview to | your account email | Who receives the day-before list. |
| Send the preview this far ahead | 1 day | Give yourself more notice if your team needs longer to review. |
🔍 Demo Mode
Every AutoCASH account starts in Demo Mode and your first run is always a demo. It reads your invoices, applies every rule and works out precisely who would be contacted at which level — then emails you that list instead of contacting anyone. Not one customer hears from it.
Once you have received at least one demo report, the LIVE switch unlocks. You can return to Demo whenever you like — before a busy period, or while you change the rules.
📊 Reading the Report
💰 The money
Total open, total overdue, and how the overdue amount splits across the four levels. This is your ageing picture in one glance.
👤 Who was contacted
Every customer, their level, the amount, the invoices named in the letter and the address it went to.
⚠️ Who was not
Just as useful: excluded accounts, debts under your minimum, and anyone still inside their repeat window.
❓ Troubleshooting
| What you see | What it means |
|---|---|
| Nothing happens on a scheduled day | Either the minimum gap between runs has not elapsed since the last run, or nobody currently meets your minimum amount and minimum days overdue. The report tells you which. |
| A customer was not chased | Check, in order: are they on the never-chase list, is their total under your minimum, are they inside the repeat window for that level, and is their oldest invoice actually past your minimum days overdue. |
| Everyone is stuck at level 1 | That is Escalate up to doing its job. Raise it to 2 or 3 when you are ready. |
| No preview arrives | The preview is a separate daily job. If it has never arrived, ask us to confirm it is scheduled for your account. It also stays silent on any day that is not the eve of a run. |
| A customer says they already paid | AutoCASH reads what your ERP considers unpaid. If a payment is not recorded there yet, the invoice still counts as overdue — Pay2ERP closes that gap by importing payments automatically. |
❓ Frequently Asked Questions
What ERPs are supported?
Many ERPs including SAP Business One, SAP S/4HANA, Odoo, Microsoft Dynamics 365, Oracle NetSuite, QuickBooks, Xero, ERPNext, Zoho, Sage, Epicor, Infor, Acumatica, and Offeris. New integrations added regularly.
How does billing work?
Subscription-based — flat monthly rate with unlimited reminders. No per-email or per-company charges. First month free.
Can I test without sending real reminders?
Yes! Demo Mode reads your invoices but sends no reminders — only preview reports showing exactly what it would do. First month free.
What are the escalation levels?
4 levels: Level 0 — Invoice List (monitoring only), Level 1 — 1st Reminder (30+ days overdue), Level 2 — 2nd Reminder (45+ days), Level 3 — Final Notice (60+ days). All thresholds are configurable.
Can I exclude certain customers?
Yes. Company exclusions let you skip key accounts, parent companies, or internal entities. Configure at /bots → Settings → AutoCASH.
Does it work with Pay2ERP?
Yes! AutoCASH + Pay2ERP work together — when Pay2ERP detects an incoming payment, AutoCASH automatically stops reminding for that invoice. Fully automated cash flow cycle.
How often does it run?
On your configured schedule days (e.g., 1st and 15th of each month). You also get preview notifications the day before each run.
What’s the minimum overdue amount?
Configurable — default is 50 EUR. Invoices below this threshold are skipped. You can also set minimum overdue days (default 14 days) to avoid reminding for recently overdue invoices.
Does this use AI? We are not allowed to.
No. AutoCASH contains no AI model in any mode or on any tier, and no customer or invoice data is ever sent to an AI provider. Every reminder follows the thresholds you set, so the same ledger always produces the same list. If your compliance team needs it in writing, ask us and we will confirm it for your file.
🔒 What AutoCASH Will Never Do
- Contact anyone while Demo Mode is on.
- Contact a customer on your never-chase list.
- Escalate past the level you set.
- Dun the same customer twice for the same thing inside the repeat window you chose.
- Write to your customers in its own name — every letter comes from your ERP, with your branding.
- Change anything in your ERP. AutoCASH only reads; it never edits an invoice or records a payment.