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. | first escalation step |
| 2 | Second reminder. | one run later, if still unpaid |
| 3 | Final reminder. | top step, repeats until paid |
🔄 How AutoCASH Works – Visual Flow
Arrives
Read from Your ERP
Gets a Level
Go Out
Report
Where your ERP can send reminders itself (OFFERIS), the letters are produced and sent by your own ERP, with your numbering, your wording and your branding. With any other ERP, or when you switch on Send reminders from BOTS4.me instead of your ERP, AutoCASH sends them in the customer’s language, with your payment details and signature: from your own mailbox if you add one as the AutoCASH destination in the Access Manager, otherwise from the BOTS4.me mailbox, with replies going to your account email or the Reply-To address you set. Either way, AutoCASH decides who and when.
🔐 The Preview – Your Safety Net
On every paid plan, 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 | 1,15 | The only days AutoCASH contacts anyone: days of the month and/or weekdays, comma separated (for example 1,15 or friday). Pre-filled with 1,15; clear the field and AutoCASH does nothing. A day past the end of a short month (e.g. 31) falls back to the last day, so February is never skipped. Weekend days also need the Weekends box checked under Operating Hours. |
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 | 0 | Do not chase a customer whose overdue total is under this amount, in your ERP’s main currency — rarely worth the relationship. 0 chases everyone. |
| 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 (Family) | 1st reminder | The hard ceiling. Nobody is escalated past this level however overdue they are. Personal stays at the default. |
| Only chase invoices overdue by at least | 14 days | The entry gate. Below this, an invoice is ignored altogether. There are no per-level day thresholds: each scheduled run moves a customer one level up while any invoice from their last reminder is still unpaid. |
How often the same customer may be chased
| Setting | Default | What it does |
|---|---|---|
| Repeat reminders every (Family) | 7 days | One number for every level: the minimum gap before the same customer is contacted again. This is what stops anyone being dunned twice for the same debt. Personal stays at the default. |
What you receive
| Setting | Default | What it does |
|---|---|---|
| Who receives reports and previews | your account email | The after-the-fact report and the day-before preview go to your account email and to the Management emails set on the General Dashboard. There is no separate AutoCASH recipient list. |
🔍 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 aging 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 today is not one of your scheduled run days, 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, 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. From the Family tier you can raise it to 2 or 3 when you are ready. |
| No preview arrives | Previews are included from the Personal plan when Send Previews is on. The preview goes out from the ordinary hourly run, and it stays silent on any day that is not the eve of a run, or when nobody would be reminded. |
| 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?
Odoo (13–19), ERPNext (15–16), Zoho (Books / Inventory), Dolibarr (23 and newer), Microsoft Dynamics 365 Business Central (online), QuickBooks Online, Xero and SAP Business One today. Any other ERP with an API — SAP S/4HANA, Microsoft Dynamics 365 Finance / Sales, Oracle NetSuite and more — is connected on request.
How does billing work?
Subscription-based — a flat monthly rate that includes a monthly usage allowance, topped up every billing period. Reminders are counted against it per customer reminded, and you can top up extra usage anytime — see the plan table on the product page. Your first month is a free Discovery month — no credit card needed.
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 (a friendly list of open invoices), Level 1 — 1st Reminder, Level 2 — 2nd Reminder, Level 3 — Final Reminder. Escalation is sequential: each scheduled run moves a customer one level up while any invoice from their last reminder is still unpaid, and the top level repeats. You set the entry gate; the repeat gap and the highest active level are Family-tier settings.
Can I exclude certain customers?
Yes. Add their customer IDs to “Never chase these customers” at /bots → Control → AutoCASH to skip key accounts, parent companies or internal entities.
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 the days you set in “Run on these days” (the 1st and 15th of each month by default, or weekdays such as every Friday). Clear the field and AutoCASH does nothing. On every paid plan you also get a preview mail the day before each run.
What’s the minimum overdue amount?
Configurable — the default is 0, so every overdue invoice is chased. Raise it and customers whose overdue total is below the threshold are skipped. You can also set the minimum days overdue (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.
- Remind a customer without your details — every letter carries your company name, your payment details and your signature, whether your ERP or BOTS4.me sends it.
- Change anything in your ERP. AutoCASH only reads; it never edits an invoice or records a payment.