HiveMind AI

Your overdue invoices, followed up while you treat patients.

HiveMind AI reads your open invoices in QuickBooks, drafts a kind reminder for each client, and reads their replies. Your team approves every message before it goes out.

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Built first for veterinary practices - equine, large animal, mixed and specialty.

Draft for Dana Whitfieldwaiting for your approval

A quick note about your open invoices

Hi Dana,

Just a friendly reminder that these visits are still open:

  • Farm call and Coggins test{amount}$185.00
  • Dental float, due {due}Sept 12{amount}$240.00

Total open: {total}$425.00. You can pay online here: {pay_link}Pay now

Thank you - the team at Willow Creek Equine

Filled in from your books, never written by the AI
ApproveEditSkip
Dana replied"I mailed a check on Tuesday!"Reads as already paid - reminders paused, held for your team

How it works

  1. It reads your books

    Each morning the assistant checks QuickBooks for invoices that are past due and still open, and groups them by client.

  2. It drafts the reminder

    An AI model writes a warm, clear message that gets a little firmer over time. Every amount, date and pay link is filled in from your books.

  3. Your team approves it

    Nothing is sent until someone at your practice approves it. Edit the wording, or skip a client you would rather call.

  4. It reads the replies

    "Already paid", "I'll pay Friday", "this bill is wrong" - reminders pause at once and the reply comes to you.

Careful with your clients, and with your money.

Checked right before it sends
Balances are read again from QuickBooks seconds before a reminder goes out. A client who just paid gets nothing.
One message per client
A client with three open visits gets one clear email that lists them all - never three emails in a morning.
No threats, no invented fees
No collection threats, no penalties you did not set, and nothing more after a client disputes a bill.
Texts only with consent
Text reminders go only to clients who agreed, only in their daytime hours, and STOP always works.
Learns how your practice talks
Every approval, edit and skip is kept, so the assistant is trained on the way your team writes to clients.

Opening to practices one at a time.

We start in test mode with your real QuickBooks data: drafts only, nothing sent, until you have seen enough to trust it.

Ask for early access