For UK Trade Wholesalers & Merchants
When Accounts Payable has to ask for proof of delivery, your invoice misses this month's payment run. Chitback puts the signed delivery note in the first reminder, so they already have it.
Works with CSV and Excel exports from Xero, Sage, QuickBooks, and FreeAgent. No IT integration or OAuth review required.
Both attached to the reminder
Sales invoice
Sparks and Sons Electrical Wholesale Ltd
SI-40912Due 5 Nov 2026
Bill to Apex Mechanical Ltd
| Item | Net |
|---|---|
| 100 m 25 mm² 4-core SWA cable | 2,760.00 |
| 12 × 32 A Type C MCB | 258.00 |
| 2 × 18-way TP&N distribution board | 1,032.00 |
| VAT at 20% | 810.00 |
| Total due | £4,860.00 |
Your ref: PO 7781, delivery note DN-88412
Delivery note
Customer copy. Sparks and Sons, Bury trade counter
No. DN-884126 Oct 2026
CustomerApex Mechanical Ltd
Deliver to sitePlot 7, Calder Park, Wakefield WF2 7AW
| Qty | Description | Checked |
|---|---|---|
| 100 m | 25 mm² 4-core SWA cable | ✓ |
| 12 | 32 A Type C MCB | ✓ |
| 2 | 18-way TP&N distribution board | ✓ |
Received in good condition
Signed on site: Dean Whitworth, Foreman, 08:14
Signed proof of delivery
Reads aged debtors exports straight from Xero, Sage, QuickBooks, FreeAgent, or Excel. No OAuth access to your bank or accounting credentials required.
Accounts Payable holds an invoice until it can match it to a signed ticket. Send the ticket with the first reminder, and the invoice goes into their next payment run.
An illustrated example, counted in days from delivery.
Day 0 Goods delivered to site. The signed carbon copy goes back to the depot in the cab.
Day 30 Payment due.
Day 31 Reminder sent with the invoice only.
Day 38 Accounts Payable asks for proof.
From [email protected]
“We can't release payment without a signed proof of delivery.”
Day 45 The depot finds the carbon copy, scans it, and emails it over.
Day 47 The ticket arrives after the cut-off.
From [email protected]
“Thanks. This has missed our run, so it will go in next month's.”
Day 72 Paid in full.
Day 0 Goods delivered to site. The signed ticket DN-88412 is attached to the invoice the same day.
Day 30 Payment due.
Day 31 Friendly reminder sent with Invoice-SI-40912.pdf and Signed-POD-DN-88412.pdf.
Day 33 Accounts Payable matches the ticket.
From [email protected]
“Signed ticket received, thanks. Included in Friday's payment run.”
Day 37 Paid in full.
Same customer, same invoice: in this example the money arrives 35 days sooner, and nobody at the depot goes looking for a carbon copy.
A logged promise to pay or a reported query pauses the schedule until resolved.
Day 1
Friendly reminder
Invoice number, amount, and due date, with the invoice and signed delivery note attached.
Day 14
Overdue statement
Every overdue invoice on the account, with your terms and a date to pay by.
Day 21
Notice of intention
Statutory late-payment interest and fixed compensation figures under the 1998 Act. Sent only with your approval.
Day 30
Letter before action
Legal basis, facts, outstanding sums, and statutory calculation with 14 days to pay. Sent only with your approval.
Polite by default; formal statutory notices wait for your one-click approval.
Upload the aged debtors export. Chitback lists every late account, marks whether the signed delivery note is on file, and lines up the next message. Choose a customer to preview it.
Aged debtors on 12 November 2026
Overdue £21,796.30
| Customer | Invoice | Owed | Days late | Delivery note |
|---|---|---|---|---|
| SI-40912 | £4,860.00 | 7 | DN-88412 signed | |
| SI-40788 | £12,944.50 | 28 | DN-88207 signed | |
| SI-40531 | £3,127.80 | 42 | DN-87963 signed | |
| SI-40995 | £864.00 | 3 | Not attached |
Example ledger. The customers are made up; the figures come from the same calculation the app uses.
Under the Late Payment of Commercial Debts (Interest) Act 1998, a business customer who pays late may owe interest at 8% plus Bank Rate, and a fixed £40, £70, or £100. Change the figures to check one of yours.
This invoice is not late yet. Interest starts the day after the due date.
Interest grows by a day until it is paid. Bank Rate on .
Upload your aged debtors CSV and attach the signed delivery note. Routine reminders send on schedule; formal statutory notices wait for your one-click approval.
You may be entitled to claim only when:
This calculator is a guide and is not legal advice.
Early access tiers. Prices exclude VAT. No setup call.
£249 a month
Aged debtors CSV upload, the four-step reminder schedule with the signed delivery note attached, and the promise-to-pay tracker.
£399 a month
Everything in Standard, plus statutory late-payment interest and compensation calculations, and the formal notice and letter before action for your approval.