Begin with confirmed records
Provide the current aging export, invoice references, customer contact record, dispute status, and approved collection policy. State the export time, entity, currency, and how credits or unapplied payments appear.
An old export can produce the wrong message after a payment arrives. Put freshness at the top of the queue.
Separate standard and exception cases
Ask Nema to group receivables by policy stage and hold out accounts with disputes, payment arrangements, missing contacts, credits, or conflicting balances. Each item should show its source and why it entered the queue.
Past due does not mean unwilling to pay. The output should describe record status without assigning motive or customer risk.
Draft from the policy
For eligible items, Nema can prepare a message using the approved tone, invoice details, due date, balance, and payment instructions supplied by accounting. It should not add late fees, deadlines, or escalation threats that the policy and account record do not support.
Customer-specific context may change the message. Keep that context restricted to the people who should see it.
Review before contact
The receivables owner verifies current balance, payment status, dispute state, customer identity, and recipient. They decide whether to send, revise, defer, or escalate the draft. Nema can update the queue after that decision.
This workflow prepares follow-up. It does not send email, apply cash, change the ledger, or take collection action automatically.
Start with a known segment
Choose a small group of accounts with recent records. Include one paid item and one dispute, then confirm that neither receives a standard draft. Compare every remaining draft with the policy before using a broader aging list.
Questions from accounting teams
What if payment arrived after the export?
Refresh or verify the record before sending. The queue should display its source time so reviewers recognize stale data.
Can Nema handle disputed invoices?
It can identify and summarize a supplied dispute record. An authorized owner decides the resolution and communication.
Will Nema send reminders?
This example creates reviewed drafts. Accounting controls recipients, timing, and sending through the approved process.
Record the owner's decision beside each draft. A deferred reminder, corrected balance, or confirmed dispute should remain visible when the next aging export arrives, so the same account is not contacted without its latest context.
Review the queue again after posting payments. Close resolved items and carry forward only exceptions that still have current ledger support.