How do I track invoice payments?

Upload your invoices, payment terms, and tracking policies as PDFs or URLs. The knowledge‑base feature grounds every response in these documents, so your AI agent never guesses a due date or status. This is the foundation for reliable invoice payment tracking, giving you a single source of truth for monitoring payments across your business.

Use the AI Agents tab to shape how Chatref responds to payment queries. Set a custom prompt that instructs it to retrieve payment status, due dates, and links to payment portals from your docs. Test in the playground until it answers precisely. This step turns your knowledge base into a live assistant for monitoring payments – no manual lookups needed.

Go beyond static answers. Custom actions let the agent call your accounting software’s API to check a payment in real time. You can also trigger a reminder email when a customer asks about an overdue invoice – a best practice for payment tracking that reduces manual follow‑up. The agent stays grounded in your data while executing the actions you define.

When someone asks about an invoice, the lead‑capture feature collects their email and contact details before the agent answers. That turns a routine payment question into a warm lead you can follow up on personally. All interactions are stored in the conversation inbox, so no inquiry slips through the cracks.

What is the best way to track invoice payments?
Use Chatref’s grounded AI agent on top of your own payment records. It answers status questions instantly from your docs, never hallucinates, and saves your team from manual lookups. Combined with custom actions that pull live data, it gives you the most accurate, always‑on invoice payment tracking.

How can I automate payment reminders?
Set up a custom action that connects to your invoicing platform. When a customer asks about an overdue invoice or a due date, the agent can trigger an automatic email reminder right from the chat – no manual intervention required.

Can I see the status of all my invoices in one place?
Yes. By integrating your invoicing system through custom actions, Chatref can query and display real‑time statuses inside the chat conversation. You get a unified, on‑demand view without leaving the widget or opening a separate dashboard.

Is there a way to get notified when a payment is received?
Absolutely. Configure a custom action that listens for payment confirmation events from your processor. When a payment clears, the agent can surface that notification in the chat, giving you immediate visibility and a record of the transaction.