An agent for getting paid on time. It tracks what is due and overdue, prepares the reminder your process calls for with the account's real context, records promises and disputes, and passes the difficult cases to a person.

Chasing payment is uncomfortable, so it is done late and inconsistently. A reminder goes out weeks after the due date, to the wrong contact, about an invoice the customer disputed a month ago. Finance did not know about the dispute because it was raised with the account manager. Small invoices are never chased at all. Much late payment is not reluctance. It is an invoice that was never received or never approved.

This page describes a workflow we propose to build as a custom project. It does not exist as software yet. It would reuse the screening, drafting and approval steps from our outreach preparation demonstration and the exact arithmetic from our invoice demonstration. Reading a ledger, reminder schedules and promise tracking are not built.

02The gap

Six Things That Slow This Down

Reminders sent too late

The first chase arrives a month after the due date.

Chasing a disputed invoice

Finance reminds while service is still resolving the complaint.

The wrong contact

Reminders go to the buyer, not to the person who pays.

Promises nobody tracks

"It will be paid on Friday" is not written down.

One tone for everyone

A long-standing customer gets the same stern letter as a bad debtor.

Small invoices ignored

Nobody has time to chase them, and they add up.

03Receivables agent

Six jobs it carries through

Ageing watch

Knows what is due and overdue.

Reads open invoices from your ledger
Applies each customer's terms
Notices payments as they arrive
Excludes invoices on hold

Works inAccounting system

Where it stopsBalances are read from your ledger at the time of sending.

Context check

Checks the account before reminding.

Open disputes or complaints
Credit notes in progress
A promise already given
Notes from the account owner

Works inCRM, help desk

Where it stopsA disputed invoice is not chased.

Reminder preparation

Prepares the right reminder.

Your approved wording for each stage
The invoice attached
The right contact for payment
Tone set by your rules per customer

Works inTemplates, contacts

Where it stopsWording comes from your templates.

Reply handling

Understands what comes back.

A payment date promised
A dispute or a query
A request for a copy or a statement
Anything unclear passed to a person

Works inMailbox

Where it stopsA dispute goes to a person and pauses the reminders.

Promise tracking

Follows up on what was promised.

Records the date and who gave it
Checks whether payment arrived
Follows up the next working day
Counts broken promises

Works inLedger, CRM

Where it stopsA promise is recorded in the customer's words.

Escalation list

Tells finance where a person is needed.

Accounts past your threshold
Repeated broken promises
Customers who do not respond
The history attached

Works inFinance team

Where it stopsDecisions on credit holds and collections stay with people.

→Book a meeting

Walk One Real Case Through It

Thirty minutes, one case from your own process. We map it against the workflow on this page and tell you plainly what can be reused from our demonstrations and what has to be built for your systems.

Book a 30-minute call Request a quoteBring one real case. No slide deck on either side.

04Step by step

From the First Signal to the Record

An example of one case, in 6 steps. The same steps play in the picture at the top of this page.

Invoice overdue

An invoice passes its due date by your first-reminder interval.

Account checked

No dispute or credit note is open, and no promise has been recorded.

Reminder prepared

The first-stage reminder is prepared in your wording, addressed to the customer's payables contact.

Reply received

The customer writes that payment will be made on the fifteenth.

Promise recorded

The date is logged against the invoice, and further reminders pause until then.

Followed up

On the sixteenth the ledger still shows it open. A second-stage reminder is prepared, and finance is told.

05Scope

The Systems Around It

The systems named here are the kind this agent works with. Which ones it connects to in your case is settled in the scope.

Accounting

QuickBooks
Xero
NetSuite
SAP
or your ledger

CRM

Account owners, contacts and notes

Help desk

Open disputes and complaints

Mailbox

Where reminders are sent from and replies arrive

Templates

Your reminder wording by stage

Rules

Intervals, thresholds and customer-specific terms

06Operating boundaries

Polite, Accurate, and Paused the Moment There Is a Dispute

A reminder about an invoice the customer is disputing damages the relationship. The agent checks for open disputes, credit notes and existing promises before every message, and reads the balance from your ledger at that moment.

It uses your approved wording and stops at your process's last reminder stage. Credit holds, payment plans and collections are decisions for your finance team.

Balances read at the time of sending
Disputed invoices never chased
Your wording at every stage
Promises recorded and followed up
Collections decided by people
A record of every message

07Questions

Straight Answers

You choose. Many teams start with the agent preparing reminders for a person to send, then allow the first, friendly stage to go automatically once they trust the checks. Later stages usually stay with a person.

Reconciliation matches money that arrived with the invoices it pays. This agent works on invoices where money has not arrived. Reconciliation tells it which ones those really are.

No. It can pass a request for a plan to your finance team with the account's history. Agreeing terms, charging interest and stopping supply are commercial decisions and stay with people.

Not as software yet. This page describes a proposed workflow. It would reuse the screening, drafting and approval steps from our outreach preparation demonstration and the exact arithmetic from our invoice demonstration. Reading a ledger, reminder schedules and promise tracking are not built. A project starts by mapping your process, then proving the first steps on test data before anything touches a live system.

Start a project

Print Your Aged Debtors List

Mark which overdue invoices were chased, when, and which turned out to be disputed. That shows where a consistent process would have helped.

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AI Accounts Receivable Reminder Agent Development