Debtors Clerk

Reads your overdue book in Xero, prepares one reminder per customer, and sends only the reminders the person you name approves.

Accounts receivable and collections 2 systems From R6,500 / month Up to 750 invoices and reminders a month included

Billed in South African Rand. Prices are indicative of a typical engagement – volumes and the number of systems move them.

Hire a Debtors Clerk

What the Debtors Clerk actually does

The whole job, in the order it happens – not a feature list.

1

Reads the overdue book

Reads the customer invoices still open in Xero and keeps the ones past their due date.

2

Works per customer

Adds up what each customer owes and on which invoices, and finds their e-mail address in Xero.

3

Prepares the reminders

One reminder per customer, listing their overdue invoices and signed with your company name.

4

Asks before it sends

The person you name approves the reminders. Only those are sent, from your Microsoft 365 mailbox, and never twice to a customer on the same day.

5

Hands over the big ones

A customer owing at or above your escalation amount, or with no address in Xero, is never reminded automatically — they are listed for that person.

Want to try the reading part first?

The Debtors Clerk reads invoices with the same extraction you can run by hand on a single document – same OCR, same checks, same structured output. It is a smaller commitment than hiring a role, and it is the same engine underneath.

Try it on one document

Its rules

What it does on its own, what waits for a named person, and what it never does. These are checked against the process it runs, not just written here.

It does on its own

  • Reads the customer invoices still open in Xero and picks out the ones past their due date.
  • Adds up what each customer owes and finds their e-mail address in Xero.
  • Prepares one reminder per customer listing their overdue invoices.

Only when a named person signs off

  • No reminder is sent until the person you name has seen the list; only the reminders they approve are sent, from the Microsoft 365 mailbox you connected.
  • A customer owing at or above your escalation amount, or with no e-mail address in Xero, is never reminded automatically — they are listed for that person to handle.
  • The person who signs off can never be the person who started the run.

It never

  • Changes an invoice, adds interest or writes anything to Xero.
  • Sends a customer more than one reminder on the same day.
  • Hands an account over for collection or legal action.

What it puts on your dashboard

A digital worker you cannot measure is one you cannot trust. Every run is logged, and the numbers below are reported without being asked for.

  • Accounts worked per run, and which way the volume is moving
  • How long the reminders wait on the person who signs off
  • Who approved each set of reminders, and when
  • Whether each scheduled run actually ran

The systems it works in

2 pre-built connections, ready on day one. Where a system publishes an API, the digital worker uses it directly from the cloud.

Accounting

Xero

Xero

Sending the reminders

Microsoft 365

Microsoft 365

And the systems with no API at all

Systems with no API — desktop Pastel, SYSPRO, a bank or portal you can only reach by signing in — are driven through their own screens by the Automize bot on your machine. That is the on-premise variant of this role and is set up with you separately; hiring installs the cloud worker described here.

This is the part a cloud-only tool cannot do. The Automize bot runs on your own machine, so anything a person can open, it can work in – the desktop accounting package, the bank portal, the supplier site with no integration.

Where it runs, and what you control

On your machine

The bot is installed where the work happens, so it can reach the systems that never got an API.

Credentials, your way

Keep passwords in the machine's own keychain, your AWS Secrets Manager, or our encrypted vault. You choose.

POPIA and GDPR by design

Client financial data is processed on your machine, and you choose what the bot sends. Our servers are in AWS Ireland.

Every step audited

Step-by-step logs, screenshots and timestamps for every run – and a record of who approved what.

How the platform is built Read the Trust Center

Questions about the Debtors Clerk

Works well alongside

Bank & Reconciliation Clerk

Matches the deposits on the bank statement you upload to the open Xero invoices they pay, and records only the payments the person you name approves.

Creditors Clerk

Reads the supplier invoices in your creditors mailbox and posts them to Xero as draft bills – the certain ones on its own, the rest only once the person you name approves them.

See all the digital workers

Put a Debtors Clerk to work in 7 days

The role that quietly stops getting done when someone is on leave – and shows up six weeks later in the cash flow.

Hire a Debtors Clerk Start free See the 7-day proof-of-value