Every feature, in detail
The Call You Keep Putting Off. Made For You, Politely.
Chasing an overdue invoice is awkward, so it gets put off, and cash sits out there longer than it should. Optiphone makes the call on the day it's due, every time, in a tone built to keep the customer rather than lose them.
Calls On The Day, Every Time.
The awkward call nobody volunteers for stops depending on somebody volunteering. Once an account crosses the threshold you set, the call goes out, whether or not the office had a spare ten minutes that day.
Opens With Help, Not A Threat.
The agent names the invoice, says how many days overdue it is, and asks if the customer needs support arranging financing options. No warnings, no pressure. It reads like your office following up, because that's what it is.
Not A Collections Agency.
Optiphone is not a debt collector and has no legal recovery powers. It never threatens, escalates, or refers an account anywhere. Getting the invoice paid without costing you the customer is the whole point.
Sorts The Outcome For You.
Paid, needs terms, or disputing the invoice. Every call ends in one of those three, logged and sent back to your office along with the full transcript, so you know exactly where each account stands.
You Approve Every Script.
Same rule as every Optiphone system. Nothing goes to a customer's phone until you've signed off on the tone and the wording, and same-day edits are available if it needs adjusting for a particular account.
The Full Transcript, Every Call.
Recorded and transcribed, so you can see exactly what was said and agreed to, without having been on the call yourself.
Full visibility
Every Call Logged, Every Outcome Sorted
The same call log every other Optiphone system uses. See which accounts were called, when, and what happened, without chasing anyone in your office for an update.
The transcript
Read Exactly What Was Said
Every call comes with a full transcript and recording, so if a customer says they've already paid or wants to dispute the amount, you see their exact words rather than a secondhand summary.
What comes back to you
Three Outcomes, Sorted For You
Paid
Plenty of overdue invoices are simply forgotten rather than disputed. A polite reminder is often the whole fix, and it comes back logged as resolved.
Needs terms
Where a customer wants to talk about a payment plan or financing support, that request is captured and flagged for your team to agree, not negotiated or promised by the agent.
Disputing
Wrong amount, unfinished work, already paid. The agent records exactly what the customer said and leaves the call, rather than deciding who is right.
Not A Collections Agency
A Helpful Call, Not A Debt-Collector Call
Optiphone is not a debt collection service, and it has no legal recovery powers. It does not threaten a customer, does not escalate an account, and does not refer anything to a third party. It calls, reminds, and offers support such as arranging financing options. Handing an overdue invoice to a collections agency usually solves the cashflow problem and ends the relationship at the same time. This system is built to solve the first without causing the second, because most trade and services businesses run on repeat customers, and a fair, consistent, helpful call rarely costs you one.
Fits what you already run
Your Books Stay Your Books
Optiphone already keeps your Xero contacts in sync both ways, so the customer the agent calls matches the one in your books. That sync is read only where accounting data is involved, Optiphone never creates, edits, sends or deletes an invoice. You set the threshold and hand over the accounts that have crossed it, however you already track them.
How it works
From Threshold To Answer
Set up once, then it runs on the rules you agreed, and every one of them can be changed later.
We work out the point at which an account should be called, whether that's six days overdue or a different number that fits how you already run credit terms, and agree the exact wording of the call.
- Threshold agreed against how you already run credit terms
- Opening line, tone and the financing offer signed off by you
- Xero contact sync confirmed so the customer record matches your books
From that point, the day an account crosses your threshold, the call happens. No one has to remember, and no account gets skipped because the week got busy.
- Calls placed the day the threshold is crossed
- Outcome sorted into paid, needs terms, or disputing
- Full transcript and recording delivered for every call
If a particular customer needs a different approach, or the financing line needs adjusting, that's a change we make on your instruction, not a setting you have to hunt for.
- Same-day change requests handled by our team
- Script adjustments as your terms or offers change
- Ongoing review so the tone stays right as accounts age
Ready?
Take The Awkward Call Off Your Plate.
Book a consultation and we'll work out the threshold, the tone, and what it looks like for your business.