Mandrex Collections is where the chasing lives. The weekly aged receivables export goes in. Out comes who owes what, who has it, what was said last time, and what the next step is — for every invoice, every week.
Every business that invoices in arrears ends up with the same three questions, and a spreadsheet that cannot answer any of them for long.
Did anyone call them back?
The note is in somebody's inbox, or their head. The next person starts again.
Who owns this one?
Two people chase it in the same week. Four more are never chased at all.
Is the chasing working?
The total moves. Nobody can say which of the work moved it.
Connect it to Xero or QuickBooks and it reads the open invoices itself — read-only, and locked to the one account that authorised it. Or drop the aged receivables export in by hand, from any system, in any column order. Either way you see what would change before a thing is saved: what is new, what was paid, what was part paid, and what has quietly been sitting there for eleven weeks. Last week's notes, owners and outcomes stay exactly where they were, and if the file looks wrong — half the book missing — the merge stops and says so rather than wiping the week.
Every invoice carries its own thread: who chased it, what was said, what was promised, what it is waiting on. Notes nest as replies, so a question and its answer stay together, and you can put a colleague's name on one so it is theirs to pick up. Assign the invoice, tick the follow-up, see when it was last touched and by whom. Every entry is stamped by the database, not by the browser — so the record cannot be rewritten after the fact, by anyone, including an administrator.
Close an invoice out with what actually happened — promised to pay, payment plan, lodged with the collector, waiting on a reconciliation, written off. That list is yours to write. Nominate the outcomes that need a second pair of eyes and they go to an approval queue with the amount and the reason attached, rather than quietly happening. Until someone decides, the invoice keeps the outcome it had: nothing changes on a maybe.
What came in this week and by whose hand, how old each invoice was when it cleared, and how long the money is taking now — week by week, rather than one average hiding a bad fortnight. Which invoices are stuck, and with whom. Press any figure on any screen and the list opens on exactly the invoices behind it; a number you cannot open is a number you cannot act on. Export any view as a CSV, including the hours worked against the fee if you are the one being paid to do the chasing.
A clinic chases weekly and lodges with a debt collector on day 28. A builder on 30-day terms does nothing until day 31. Both are right. You write the ladder, the aging bands, the outcomes and the words — and the whole app speaks that language back to you.
An example ladder. Yours is a list of days and steps you type in, and can change on a Tuesday.
Same app, same code, same week. Neither book can see the other.
Name the outcomes that need approval and who approves them, in one step or two. The database refuses to set them any other way — not the screen, the database.
Nobody, including an administrator, can edit or delete what was logged. The name on an entry comes from the sign-in, not from anything the browser claims.
Access is decided per book, per person, in the database. A client's own admin runs their team and never sees that anyone else exists.
Your ledger, your export, your book. Take a CSV of any view, any time — including every sitting of work and what it cost.
Set up your book, name the way you chase, invite your team, drop in last week's export. Harvest Clinic has been run this way every week since September 2026.
