The Dunning Dilemma for Small Businesses
- Limited Resources: Small teams wear many hats. Spending hours on follow‑up calls or crafting reminder emails diverts focus from core business activities.
- Inconsistent Outreach: Varying tones, channels, and timing can confuse customers and erode relationships.
- Delayed Payments: The longer an invoice remains unpaid, the less likely it is to be collected in full.
To overcome these hurdles, businesses need a systematic, data‑driven approach—one that doesn’t require hiring an in‑house collections department.
Introducing Krew’s Multi‑Day AI Contact Strategy
Krew’s solution centers on a multi‑day AI contact strategy, which spreads outreach intelligently over a series of days, blending different communication channels for maximum impact. Here’s a sample flow:
- Day 1: Gentle Email Reminder
The AI worker sends a polite, branded email reminder within 24 hours of an overdue invoice, including an easy “Pay Now” link.
- Day 3: Follow‑Up SMS
If the invoice remains unpaid, Krew’s system switches to text messaging—leveraging the high open rates of SMS to catch the customer’s attention.
- Day 5: Automated Voice Call
An AI‑powered voice message follows, delivering a human‑like call that reminds customers of their outstanding balance and directs them to pay or request assistance.
- Day 7: Escalation & Personalized Outreach
Finally, for high‑value or long‑overdue accounts, Krew’s orchestration worker escalates outreach—triggering a more personalized email or scheduling a live agent call, based on risk profile and past response behavior.
This cadence ensures consistent, respectful engagement without overwhelming customers - and without constant micromanagement from busy business owners.
The Power of Krew’s AI Orchestration Worker
At the heart of this strategy is Krew’s AI orchestration worker, a decision engine that dynamically selects the best channel, optimal timing, and message tone for each customer interaction. Key capabilities include:
- Channel Optimization
By analyzing open and response rates across email, SMS, and phone, the AI worker learns each customer’s preferred communication style.
- Timing Intelligence
Leveraging historical payment patterns and engagement data, the system schedules outreach for when customers are most likely to respond - morning texts, afternoon emails, or early‑evening calls.
- Adaptive Messaging
The AI adjusts message content in real time, increasing its assertiveness basedona customer's propensity to pay.
- Risk‑Aware Escalation
Accounts flagged as high‑risk (based on age of debt or invoice amount) receive an accelerated dunning schedule, while low‑risk customers get a more gradual approach, preserving goodwill.
Together, these features eliminate guesswork, reduce manual oversight, and deliver a seamless experience that feels both personal and professional.
Benefits for Small Businesses
- Higher Recovery Rates
Automated, multi-channel follow‑up captures payments that might otherwise slip through the cracks.
- Time Savings
Free up your team from routine collection tasks, allowing focus on sales, customer success, and growth.
- Consistent Brand Voice
Every reminder - whether text, email, or call—maintains your company’s tone and professionalism.
- Scalable & Cost‑Effective
Pay only for the AI service; no need to onboard and train additional staff as your invoicing volume grows.
