The short answer
Automating collections means every customer gets a reminder before the due date, on it and after it, on WhatsApp and email with the invoice and statement link; the transfer receipt they send is read and matched to their open invoice; then the bank statement is reconciled for the accountant to approve. Injaz AI by Injaz Digital builds it on your accounting software and company WhatsApp.
Finance managers at distributors say: “the dealer sends the transfer photo on WhatsApp and nobody records it”, and ask: “how do I know who paid and who didn't without going through the bank statement line by line?”. The problem isn't that customers don't pay; it's that reminders go out late, payments arrive and aren't recorded, and the statement is reconciled at month end. Injaz AI by Injaz Digital automates that whole loop, and the accountant keeps the approval.
Why do B2B collections run late?
B2B collections run late because selling on credit means many invoices with different due dates, and nobody follows all of them on the day. The accountant reminds when they remember, the rep chases verbally, and the customer pays then sends the transfer photo to whoever they know. So paid invoices show as overdue, and overdue ones go unchased.
Which reminder schedule works before and after the due date?
The schedule that works is at least three messages around the due date, then escalation to the person responsible. Accounting software suggests this itself: Zoho Books sets three reminders by default and suggests the first a few days before the due date, the second on the day and the last after it is missed. Injaz AI adds the WhatsApp channel, the account statement and the payment link to this schedule:
| When | Message | Channel |
|---|---|---|
| A few days before the due date | A friendly reminder with the invoice number, amount, date and link | WhatsApp and email |
| On the due date | The invoice is due today, with transfer details | |
| After the due date | A statement with all open invoices | Email and WhatsApp |
| After a grace period you set | An alert to the sales manager and rep, and a hold on credit sales if you decide so | Internal |
WhatsApp has a constraint the schedule must be built around: Meta's documentation says free-form messages can only be sent inside the customer service window, within 24 hours of the customer's last message. So the first reminder goes out as a pre-approved template, and the conversation continues freely once the customer replies.
How are transfer receipts read and matched to open invoices?
The receipt photo or PDF the customer sends is read, the open invoice that matches it is found, and nothing is recorded without a clear match. This is how Injaz AI builds the step:
- The receipt image is saved the moment it arrives on WhatsApp or email, along with the customer's number.
- The amount, date, sender name, bank and reference number are extracted from it.
- This customer's open invoices are searched for an invoice or group of invoices with the same amount.
- If they match, it is recorded as a payment pending verification, and the customer receives a thank-you and acknowledgement.
- If they don't match, or the payment is partial, it goes to the accountant with the receipt and candidate invoices to decide.
A receipt alone isn't proof of payment, so the invoice isn't closed until the amount appears on the bank statement. That's what the next step does.
How is the bank statement reconciled with the accountant's approval?
The bank statement is reconciled by linking each transaction to the invoice or payment it belongs to, then the accountant approves the reconciliation. Odoo's documentation defines bank reconciliation as matching bank transactions with business records such as customer invoices, vendor bills and payments, says reconciliation models pre-select the matching entries, and lets an unclear transaction be set aside “to check”.
Injaz AI builds this reconciliation on top of your accounting software: statement lines are read and matched against the pending payments from the receipts step, so the accountant sees each line with a suggested match and approves with one click or corrects it. Nothing is posted before approval.
How does Injaz AI build collections on your system?
Injaz AI builds the collections flow on the accounting software you work on, such as Odoo, Zoho Books, QuickBooks or SAP, and on your company WhatsApp number and email. We set the reminder schedule, wording and escalation period with you, connect receipts and bank statements, and run the flow alongside manual follow-up until you trust the results. The flow runs on your server, and financial data stays with you.
- What disappears: manual reminders, hunting for transfer photos in chats, and going through the bank statement line by line.
- What the accountant keeps: approving the reconciliation, and deciding on partial payments and exceptions.
- What management gets: overdue invoices by age and customer every day, not at month end.
Why choose Injaz AI by Injaz Digital to automate your business?
- We connect the systems you already have as they are: your CRM, accounting, spreadsheets, WhatsApp and invoicing, without replacing them.
- We automate repetitive work end to end, so your team is freed from manual entry, reports and moving data around.
- Human review where it matters, a log of every step, and accounts and permissions in your name.
- From Injaz Digital: over 15 years in the Arab market, with offices in Cairo, Dubai and Riyadh.
FAQ
Do automatic reminders annoy customers?
Not when they're on time and in a tone you choose. A reminder before the due date reads as a service, and escalation goes to your team, not the customer.
Is the invoice closed as soon as the transfer photo arrives?
No. The payment is recorded as pending verification, and the invoice is closed only when the amount appears on the bank statement and the accountant approves.
What about partial payments or one payment for several invoices?
The system suggests how to allocate it across open invoices, and the accountant decides. No automatic allocation without approval.
Does it connect directly to the bank?
It reads the statement in whatever way your bank allows: a direct feed where your accounting software has one, or the statement file downloaded periodically.