Inbox automation is usually discussed as if the goal were to get every document to the right clerk as quickly as possible. For payment reminders, that is the wrong yardstick. A first reminder for an invoice that has long been sitting in approval does not need a clerk; it needs patience. A debt-collection letter or a threat of service disconnection, on the other hand, must not sit for a single day. Treating both alike distributes work nobody asked for – and risks the one important letter disappearing in a pile of harmless ones.
Cube therefore reads every incoming reminder in full – sender, invoices concerned, amounts, dunning level – and only then decides whether a case is passed on:
- You set the minimum dunning level: only from that level does an ordinary reminder leave the inbox. Anything below it is held back – fully extracted, visible and retrievable at any time
- The character of the letter counts, not a keyword: Cube recognises debt collection, disconnection threats, enforcement notices and final reminders as such and passes them on regardless of the dunning level – even when the letter states no level at all. A first reminder with a fee line reading “collection costs”, by contrast, stays what it is
- What cannot be determined is not guessed: if the dunning level is missing and the character is unclear, Cube holds the case rather than waving it through
- People keep the last word: a held case can be deliberately released from its detail view with one click and then counts as handed over
What leaves the inbox is then no longer the volume of post received, but the set of cases that actually need a decision. The right question to ask of an automated inbox is therefore not how much it forwards, but how much it rightly holds back.
Cube Gateway: checking, approval and handover →Please note: this article reflects the legal position and administrative guidance as at the date stated and is no substitute for tax or legal advice.