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How Gary works

Gary follows up your unpaid invoices by phone, so you don’t have to. He’s friendly, never pushy, a gentle check-in, not a chase.

The short version

  1. You connect Xero, so Gary can see which invoices are overdue and who to contact. That’s a one-off: from then on Xero sends Gary every invoice change on its own. When a payment lands, Gary knows, nothing to sync or upload.
  2. You connect a mailbox (Outlook or Gmail), so Gary can email a customer their invoice when they ask for it again.
  3. On the Approvals page (admins only), you switch Gary on for the customers you’d like him to follow up. He only ever calls the ones you switch on.
  4. Gary calls those customers during business hours, has a short, polite conversation, and tells you what happened, a promise to pay, a card payment taken over the phone, a time booked to sort a dispute, a resend to the right person, or another number to reach whoever can pay.

What Gary does on a call

  • Opens warmly and says the call is recorded.
  • Checks he’s talking to the right person. If they point him to someone else who can pay, he takes that number, checks it back, and rings it straight away.
  • Asks if the invoice is on their radar and when they expect to pay.
  • If someone’s ready to pay, he can take a card payment over the phone, there and then.
  • If someone genuinely can’t pay in full, and only later in the chase, once earlier reminders haven’t worked, he can offer to split the invoice into a few smaller instalments over the following weeks. It’s an exception, not the norm, and there’s no interest or fee for spreading it.
  • If there’s a problem, he listens, he won’t argue, and books a time with your team to sort it.
  • Aims to leave with a clear next step: money in, a payment date, a booked time, a resend, or the right person to call.

What you stay in control of

  • Who Gary calls: nobody is called until you switch them on.
  • When: Gary only calls within business hours, and never more than once a day per customer.
  • Opt-outs: if a customer asks not to be called again, Gary stops and remembers.

Every call and action is recorded in an audit log, so there’s always a clear trail.

Learn more