Automated Multi-Channel Debt Follow-up System

Law Quarter relied on Xero for invoicing, but its built-in reminder system lacked the flexibility and persistence required for effective debt recovery.

Manual follow-ups consumed staff time and resulted in delayed or missed payments. There was no structured escalation for overdue debts.

The firm needed a system that could operate across multiple communication channels and increase pressure automatically without human intervention.

Kipanga designed a custom automated debt collection workflow that layered intelligent automation on top of Xero, ensuring consistent, timely, and escalating follow-ups.

Airtable manages invoice status and escalation logic centrally, while make.com orchestrates the multi-channel communication triggers.

SMS messages include direct payment links to reduce friction and accelerate settlements.

A fully automated debt follow-up system that monitors Xero invoices, tracks escalation status in Airtable, and triggers communications via make.com.

The system starts with email reminders at defined intervals, escalates to SMS with direct payment links, and ultimately sends formal physical notices via postal mail.

The entire workflow requires minimal staff oversight while maintaining professional client communications.