Candidates
An embedding model retrieves CRM companies for each unlinked customer.
A HubSpot and Salesforce package
Payment reminders that ask the account owner first.
Hallinan Stroud is a HubSpot or Salesforce package that sends your payment reminders from your own AR mailbox. Before one goes to a customer with an open deal, it asks the account owner on the CRM record and holds until that person answers.
Runs on your own ledger. No reminder goes to a customer during it.
- No answer no send
- $18 per owner seat
- Model matching each ledger customer to its CRM company
Sales-owned accounts
If sales has no named owner for an account, there is nobody to ask.
The product puts one question to one person: the owner on the company record.
This is for you if
- ✓You are a controller with one to three AR staff.
- ✓Your largest accounts went back to hand approval after one reminder landed in the wrong week.
This is not for you if
- ✕Sales runs from a spreadsheet.
- ✕Accounts are pooled, with no named owner.
- ✕Your CRM is not HubSpot or Salesforce.
- ✕Thousands of small accounts and no renewals in play. A collections agent set to Act fits that; a hold would only slow it.
Installed in your CRM. Reads your ledger. Ledger access is read-only. Mailbox access is send-only, through Gmail or Outlook.
- HubSpot
- Salesforce
- QuickBooks
- Xero
- NetSuite
- Sage Intacct
The first week
Day one needs your CRM admin.
The package goes into the CRM, and an admin there approves every scope it reads before finance can connect anything.
- 01Install and connectYour CRM admin installs the package. You connect the ledger, and the AR mailbox through Google Workspace or an Azure app registration.
- 02Match customersTax ID, email domain and legal name link the clean pairs. The matcher proposes the rest. Your AR specialist decides only the unsure ones.
- 03Set the hold ruleWith the head of sales, pick the pipelines and stages. A close inside 30 days or a meeting inside 3 also holds.
Ledger to CRM
Before a reminder can find its account owner, a model has to find the account.
The models see only the pairs rules cannot settle: trading names, separately billed subsidiaries and CRM duplicates.
Scoring
A pair classifier scores each candidate. Below 0.92 the pair waits in Match review for your AR specialist.
Until decided
Reminders over your balance floor are held for finance.
Training rows
Each decision keeps similarity features and a yes or no, pooled to retrain the classifier. No names or amounts.
The owner who does not answer is the owner who is on site with the customer. So silence never sends.
Hallinan Stroudon why a held reminder has no timer
What finance sees while a reminder waits
Sales gets one card on the company record, with three answers: Send it, Hold until a date, I will raise it myself. The rest is yours, and your team opens it without a CRM license.
Inside the package
- Reminder holds: each held reminder, its balance, its owner, why it waits.
- The hold rule: three switches in plain sentences, and a count of the accounts they would hold today.
- Match review: a ledger customer and the CRM company proposed for it.
- Hold ledger: who was asked, their answer, the days waited, who released it.
Reminders only
It sends four templates and stops.
Replies land in your AR mailbox. A person answers them.
What's in scope
- 01Four fixed templates on your schedule, sent from your own AR mailbox.
- 02A live CRM check before every send, against a written rule.
- 03A hold ledger of every question, answer, escalation and release.
What we don't do
- 01It writes no collection email and answers none. Lunos's agent runs two-way email, with control set per customer. For accounts no salesperson owns, buy that.
- 02It handles no disputes, cash application or payments.
- 03No answers taken from Slack or email replies.
Per seat, by the month
$18 per owner seat a month. Twenty seats, at $15 each, come to $300.
What this costs you
With no timer, your largest balances wait for an owner's answer.
Atradius reports 43% of credit-based B2B sales in the US overdue, so reminders have to go out. We decided who gets asked before one does.
The obvious design is a timer that sends after 48 hours. It would send while the quiet owner sits in the meeting.
An unanswered question climbs: the owner's manager after one business day, your Release with reason list after two, where you type a reason the owner is shown.
The hold rule is written over CRM fields, so an account executive can predict when they will be asked.
- A held reminder waits up to two business days on silence, and up to 21 days each time an owner answers Hold.
- Days sales outstanding on those accounts looks worse first.
- The rule over-asks. A stale open deal triggers a question every time.
- A complaint made on a call and never logged stops nothing.
- Owners who live in Slack must click through to the CRM.
- Balance-days held show against each owner's name. Expect objections.
Questions
How long a hold can last, and what the package changes in your CRM
How long can an owner hold a reminder?⌄
21 days at most, reason picked from a list. Then the question returns.
What if the CRM cannot be reached?⌄
Every reminder to an owned account is held, and the queue says why.
Can it run beside Lunos?⌄
Yes. Set your named accounts to Monitor there first, so two tools never remind the same invoice.
What does it change in our CRM?⌄
Its own card, one tab and four read-only fields. Never a deal, a stage, an amount or a forecast.
What about a customer with no CRM match?⌄
Over a balance floor you set, $10,000 by default, the reminder is held for finance.
How do we leave?⌄
Cancel in any month. Uninstall the package and its four fields go too. The hold ledger exports as CSV for 90 days after.
Tell us which CRM your sales team runs.
Name, work email and company. Write HubSpot or Salesforce after the company name, and we send the install listing with the scopes it asks for.
- A 30-day dry run first: owners get real cards, customers get nothing.
- Your CRM admin has to approve the install. Warn them now.
- HubSpot and Salesforce only.
We reply within one business day.