Every customer pays
differently. Crufolio
learns how.

Crufolio learns how your customers pay.

Connect your accounting system and your mailbox, and Crufolio learns how every one of your customers actually pays — how fast, how they reply, when they dispute, when they go quiet. It uses that understanding to draft every follow-up email in your voice, drop the draft straight into your own mailbox's Drafts folder, and hand it to you to review and send.

Crufolio drafts and observes. You send. That separation is intentional, and it's the thing that makes Crufolio different from every "AI sends emails for you" tool you've ever seen.

This handbook walks you through what Crufolio does, how to set it up, and how to use it day-to-day.

Two things to know before you start

The supplier-customer relationship stays yours. Crufolio's job is to make every follow-up faster, better, and more informed than you'd do alone.

From signup to your first draft, in about ten minutes.

Setup is a few quick steps: sign up, connect your accounting system, connect your mailbox, and add your signature and payment instructions.

02

Connect QuickBooks (or your AR source)

Crufolio pulls your invoice list, customer list, and payment events from your accounting system. We support:

• QuickBooks Online (most common) — native OAuth integration, three-times-daily sync.
• Xero — native OAuth integration.
• QuickBooks Desktop — supported via emailed AR aging reports or manual uploads. Schedule QuickBooks to email your aging report to a connected inbox on a cadence, and Crufolio parses it automatically. Manual CSV/Excel uploads work too.
• Other ERPs — CSV / Excel upload works, and Crufolio can also auto-pull invoice and payment data from emails your ERP sends to a connected inbox. Non-connected platforms still get automated.

The QuickBooks OAuth flow takes about a minute. Once connected, Crufolio runs a first sync immediately and then three times a day after that. Payments flow back from QuickBooks automatically; you never tell Crufolio "this is paid" — it learns from your books.

Bulk-upload existing invoice PDFs

If you have a backlog of invoice PDFs your accounting system didn't expose to Crufolio — or if you're on an ERP without a native integration — head to Utilities · Bulk upload and drag in as many PDFs as you have. Crufolio matches each one to its invoice automatically; anything ambiguous gets queued for your review.

04

Add your signature and payment instructions

Under Settings · Email signature, enter your name, title, and contact details — and your payment instructions (ACH routing/account, wire details, or remit-to address). Crufolio appends both to every draft automatically, so your customers always have what they need to pay you without asking.

You configure this once. Edit anytime; changes apply to the next draft.

One login. Many ledgers. One bill.

If you're an accounting firm managing AR for multiple clients, a fractional CFO running several engagements, a holding company with separate operating entities, or a brand group with distinct ledgers per label — Crufolio supports that natively under Organizations.

An Organization is a parent entity that owns several workspaces. Each workspace keeps its own QuickBooks connection, its own mailbox, its own customer book, and its own audit log — completely isolated from the others. What rolls up is the billing relationship, the user accounts, and the ability to switch between workspaces in one click without re-logging in.

The pricing, by tier

Flat monthly subscription. No success fees. Drafting included at every tier. Every reply and payment sharpens Sentio.

• Solo · $499 / mo — one workspace. The single-entity tier.
• Portfolio · $799 / mo — up to two workspaces. For owners running a second book, fractional CFOs with one or two engagements, or anyone mid-spinout.
• Scale · $1,499 / mo — up to five workspaces. The firm tier. Self-serve at crufolio.com/org/signup; one Stripe subscription covers all five.
• Enterprise · custom — unlimited workspaces, dedicated onboarding, single procurement contract. For multi-brand groups and firms with more than five client books. Contact hello@crufolio.com.

Starting on Solo and growing into a second book? You don't have to migrate anything. Upgrade in-app from Settings: Crufolio creates the Organization, moves your existing workspace under it, and cancels the old Solo subscription at period end — no double-billing, and a trial in progress carries forward. From there you add the next workspace and walk it through its own QuickBooks and mailbox setup.

What changed, and what do I need to do today?

Your home screen answers the question every AR owner asks first thing in the morning — and it answers in Sentio's words, not just numbers.

The A/R at a glance

The top of the page is one number and one bar: Total Open A/R — what's outstanding right now, net of open credits — with an aging breakdown beside it (Current, 1–30, 31–60, 61–90, 90+). Click any band to drop straight into just those invoices. On a brand-new workspace, before the first sync finishes, Crufolio hides the number rather than flash a misleading $0.

The Sentio briefing

Directly beneath the A/R sits a single line from Sentio — a read of where things stand right now ("3 customers need your judgment, 12 follow-ups are drafted and ready, the rest are on track") and an Open briefing button badged with the number of things that actually want a human. Open it, and Sentio lays the work out in bands, ordered by what needs you most:

Every row is a click straight into that customer. Nothing in the briefing sends — Review drafts opens the draft for you to read and export; you are always the one who sends.

The customer worklist

Below the briefing, every past-due customer is listed in the customer worklist, ranked by dollars at risk — the "just show me the list" view, one row per customer, most-exposed first, each a click into their page. Draft all writes a follow-up for the whole list in one pass. Dollars-at-risk follows the live open balance, so a customer drops off the moment they pay.

Looking further out

The home page answers "give me 30 seconds, what should I look at?" For the longer view, the Insights tab carries a cash forecast that projects what's likely to come in over the coming months from each customer's own payment velocity, A/R health scoring, and the written portfolio review.

Reading Sentio.

This is the centerpiece. Click any customer name and you'll see Sentio — everything Crufolio understands about how that account pays, replies, and behaves.

The dossier opens with the basics — open balance, days outstanding, primary contact, last payment date, and whether there's an active Promise to Pay on file. Then the Sentio panel:

Below the Sentio panel

• Open invoices — what's outstanding right now, with days overdue.
• Notes on this customer — the notes you've jotted about this account, newest first. You add them through Ask Sentio, and Sentio reads them when it answers and when it drafts (see Chapter 05) — as context to stay accurate, never as words it copies into a customer email.
• Scheduled follow-ups — any follow-ups you've asked Sentio to prepare on a future date for this customer, with a one-click cancel (see Chapter 06).
• Contacts — who to email. The primary contact is the To: address; you can add CC / BCC defaults that ride every draft.
• Default payment terms — supplier-set "extra days" for customers whose actual payment cadence is consistently later than the invoice terms suggest (e.g., +30 days for a customer who legitimately operates Net 60 even though your books say Net 30).
• Communications — the timeline of every draft, send, and reply for this customer.
• Recent activity — promises, payments, status changes.

How to actually use this

When a payment is late, open the customer dossier first. Sentio tells you whether to be worried (Watch tier) or patient (Standard tier with consistent late-pay history). The Communications timeline shows whether you've already reached out. Recent activity surfaces any commitments. Then click Draft follow-up and Crufolio writes the right next email — informed by all of it.

Ask a question. Jot a note. Sentio remembers.

There's an Ask Sentio button in the header on every page. It opens a panel down the right side — the page underneath stays put — where you can ask about your AR in plain language, or tell Sentio something that happened off-email. It's advisory, not a send button: Sentio answers and remembers; you still send every email yourself.

Ask about your AR

Type a question the way you'd ask a sharp AR analyst sitting next to you:

• "Who needs my attention first?"
• "Which customers are drifting off their usual pattern?"
• "Who has the most past due right now?"

Sentio answers in a few sentences and cites the facts behind the answer — each citation links straight to the customer it's talking about, so you can check its work in one click. When it isn't sure, it says so plainly rather than bluff:

Jot a note

Half of what you know about a customer never touches email — a phone call, a promise made in person, an invoice you agreed to hold. Choose Add a note in the same panel, pick the customer (and an invoice, if the note is about one), and type what happened:

From then on Sentio treats the note as part of what it knows about that customer. It weighs recent notes when it answers — leaning on the freshest, and telling you when it's relying on an older one — and it stays true to them when it drafts: acknowledging a call that happened, not pressing on an invoice you've put on hold, without ever quoting the note or revealing it exists. Every customer page carries a Notes on {customer} list so you can see at a glance what you've been tracking.

And when your note carries a date — "follow up with Verdant next Monday" — Sentio offers to turn it into a scheduled follow-up it will draft for you when the day comes. That's the next chapter.

Schedule a follow-up. Sentio drafts it when the day comes.

A Sentio Task is a follow-up you've scheduled for a future date. You don't set a reminder and start from scratch later — on the day it's due, Sentio writes the draft for you and puts it at the top of your briefing, ready to review and send.

How a note becomes a scheduled follow-up

The Tasks page

The Tasks tab keeps the standing list of everything you've scheduled, in three groups:

And each task shows where it is in its life:

An upcoming task can be edited — change what it says or move the date — or canceled in one click, from the Tasks page or from the Scheduled follow-ups card on the customer's own page. A canceled task is never drafted.

Three clicks, start to finish.

You can start a draft from almost anywhere — a customer's dossier, a row in your briefing or worklist, an invoice, or a reply. However you start, the shape is the same: Crufolio writes, you review, you send.

02

Review, then add to Drafts

The review panel shows the customer's current standing at the top — open balance, oldest days overdue, their segment, a one-line Sentio read — above the editable message. Read it, change anything you like, fix the To line if needed. If a chip offers a finance-charge line or a personal touch (a detail you've noted about this person), one click drops it in. When it's right, press Add to Drafts. Crufolio places the draft in your own Gmail or Outlook Drafts folder and tells you plainly: nothing has been sent yet.

03

Send from your own mailbox

Open Gmail or Outlook. The draft is pre-addressed to the customer's billing contact, with the invoice number and amount in the subject and body, the invoice PDF auto-attached, and threaded into any existing conversation. Your signature and payment instructions are already on the bottom. Read it once more, click send.

That's it. The customer receives an email from you, from your domain, in your voice. Crufolio's job ends at the mailbox boundary.

Replying to a customer

When a customer replies, it lands in your inbox — they were emailing you. Crufolio reads the thread it took part in, classifies the reply (promise, payment, dispute, question, and more — see Chapter 10), and updates the timeline. To answer, open the conversation and press Draft a reply: Crufolio writes a reply in that same thread, aware of what the customer just said, and exports it right back into the thread for you to send. Sentio learns from every reply.

Calculate what you're owed. Bill it yourself.

If your terms allow a late fee, Crufolio does the arithmetic and keeps the paperwork — you decide whether to apply it, and you bill it in your own accounting system. Crufolio never posts a charge to QuickBooks and never puts one in front of a customer on its own.

Set the policy once

Under Settings · Finance charges, set your monthly rate and the days-past-due threshold that triggers a charge. From there you can exempt a customer entirely or override the rate for one who's on different terms — the customers you'd never charge stay untouched.

See it before you decide

• A live projection on the dossier — each customer's page shows what next cycle's charge would be, so there are no surprises.
• A month-by-month report at Finance charges — download a CSV of what's accrued, ready to hand-key into the ERP where you actually raise the charge.

Put it in a follow-up — only if you choose to

When a customer's invoice crosses the threshold, the draft review panel offers a finance-charge chip: it shows the amount and the days overdue, and inserting it drops your own wording into the message. You author two versions — one that states a charge has been applied, one that flags it as coming — and pick per draft. Nothing is inserted unless you click, and the wording is always yours; the numbers never pass through the AI.

Every past-due invoice, tracked to resolution.

Your day-to-day worklist lives where you already are — the Sentio briefing and customer worklist on your home page (Chapter 03), and the open invoices and Scheduled follow-ups on each customer's page. Underneath all of it, every overdue invoice that needs follow-up is tracked as an action with a status, so nothing slips.

Each row tells you:

• Customer and invoice number
• Priority — Crufolio's read on which account to touch first
• Aging — days overdue
• Dollars at risk
• Status — Pending, Drafted, Sent, Promise received, Disputed, Partial payment, Resolved

The status lifecycle

A normal action moves through these states:

Once sent, one of three things happens:

• Promise received — customer committed to a date. The cadence pauses until then.
• Disputed — customer pushed back; needs your judgment.
• Resolved — invoice was paid (or written off). Action closes.

Filters

The chip row at the top lets you filter the queue by status:

Combined with the aging dropdown, you can answer questions like "what's past 30 days with a promise on file?" in two clicks.

The timeline stays current automatically.

Crufolio's job after the send is to keep the timeline current automatically.

Replies

Replies are pulled from your mailbox via the same connection that exports drafts. We only read threads Crufolio has participated in — your other inbox traffic stays untouched. Each reply gets classified into one of six categories:

• Promise to pay — customer named a date or "going out today." Cadence pauses; promise appears in the dossier.
• Payment confirmation — customer says it's already paid. Surfaces on the dossier so you can reconcile against your books.
• Dispute — customer pushed back. Surfaces on the action and dossier so you can resolve it. Crufolio won't draft another follow-up until you mark it resolved.
• Question / info request — customer needs something from you (PDF, statement, contact info). Surfaces on the action.
• Opt-out request — customer asked to stop receiving messages on this thread. Drafting pauses on that account until you decide what to do.
• Auto-reply / out-of-office — recognized as automated and filed without changing state.

If Crufolio's confidence is low on a reply, it's flagged for your eyes rather than guessed.

Payments

Payments flow in from your accounting system. QuickBooks' Payment objects get pulled three times daily (morning, afternoon, and overnight), and any new payment automatically:

• Updates the invoice (status → Paid, balance → 0)
• Writes a paymentEvent to the customer's payment history
• Updates the customer's DSO and payment-velocity averages — Sentio learns

You almost never tell Crufolio "this got paid" — it learns from your books. For the edge cases (a check that just landed, a wire your bank hasn't posted, a customer who paid offline), the invoice page has a Mark paid action: one click, the cadence closes, and the audit log records who marked it and when. QuickBooks will reconcile on the next sync.

The reconciliation runs both ways. An invoice you'd been following up on clears the moment its payment lands — even one that had aged out of the normal sync window — and follow-up drafting stops right there. If a payment later bounces or is reversed in your books, Crufolio reopens the invoice and notes the reversal on the timeline rather than leaving it wrongly marked paid; a Mark paid you set by hand is never overwritten by a sync.

The timeline

Every customer's dossier shows their full timeline: drafts, exports, sends, replies (classified), payments, promises, status changes. The Communications panel surfaces individual emails; Recent activity rolls up status events. If you ever need to explain to a customer (or auditor) what happened on this account, the timeline is the answer.

Priority, Standard, Watch.

Crufolio sorts every customer into one of three segments — based on how they actually pay and respond — and the segment drives how often Sentio drafts a follow-up and what tone it takes.

Reclassifying

Sentio's read can be wrong. If you know a customer better than the data does — "these guys always go quiet in August but always pay in September" — click Reclassify on the dossier and override the segment. Crufolio learns from the correction.

When Sentio drafts on its own

Mostly, Crufolio drafts when you ask. Two things can put a draft in front of you without you starting it — and both stop at your Drafts folder:

• A gentle nudge when a customer goes quiet. If you followed up and heard nothing for a few days on an unpaid invoice, Sentio quietly queues one gentle follow-up so it's waiting when you next look — rather than only when you remember to check. One nudge, never a firmer tone. You still review, export, and send.
• Opt-in auto-drafting. You can choose to let Sentio work through your follow-up sequence on a schedule — stepping from your gentle template to firmer ones over time — and drop each draft into your own Drafts folder. It's turned on deliberately, from Settings, with your consent on the record, and it pauses the moment a customer replies, promises, pays, or disputes. The wording is always from templates you authored, it never reaches for "final notice" language, and every message still waits for you to send.

What customers tell us made the biggest difference.

Review every draft

Crufolio gets drafts right ~90% of the time. The other 10% catches something you'd want to catch — a customer name spelled the way their CFO spells it, a context detail from a phone call last Tuesday, a tone calibration. The review-and-edit habit takes 15 seconds and is what keeps drafts feeling human.

Send from your own mailbox the same day Crufolio drafts

The whole product compounds when the loop closes fast. Crufolio drafts, you send within a few hours, the customer replies, Sentio learns. If drafts sit in your Drafts folder for a week, the data stays stale.

Trust the segments — but override when you know better

Crufolio is great at reading patterns over time. You're great at reading that one phone call you had last Tuesday. When a customer's segment doesn't match your gut, reclassify. Sentio learns from your judgment.

Ask Sentio before you dig

When you're not sure where to start, ask. "Who needs my attention first?" or "Which customers are drifting off their usual pattern?" gets you a ranked answer with the reasons attached, faster than scrolling the worklist — and every claim links to the customer so you can check it.

Jot notes the moment they happen

The best time to capture a call or a promise is right after it. Open Ask Sentio, choose Add a note, and get it down — "Owner is on vacation through 9/12 — Marisol handling. Loop her in CC." Sentio weighs it when it answers and stays true to it when it drafts, so the next follow-up already knows.

Turn "later" into a scheduled follow-up

If a customer asks you to circle back next week, don't trust your memory — say it in Ask Sentio ("follow up on the 15th") and let it become a Sentio Task. On the day, the draft is written and waiting under Due today; you just review and send.

Use CC defaults for AP-handler-vs-decision-maker situations

When a customer's billing contact is their AP person but the decision-maker is a CFO who only sees CC'd threads, set the CFO as a CC default on the customer. Every draft will include the CFO without you having to remember.

Mark promises explicitly

When a customer commits to a date — by reply, by phone, in person — record it on the invoice or dossier (Record promise). The cadence pauses, the timeline shows the promise on top, and on the promised date Crufolio surfaces it again if the payment hasn't landed. Verbal promises that never get recorded are the #1 reason follow-ups feel chaotic.

Don't point Crufolio at customers you've already decided to write off

If a customer has stopped paying and you've decided to let them go, mark them resolved or dismiss the actions. Crufolio is for customers you want to keep. Sentio isn't built for that posture; that's a different industry.

FAQ.