The AI Collections Agent
$280/month in AI operating costs instead of $48,000/year for a full-time AR specialist
How It Works
The AI Collections Agent monitors your accounts receivable aging report continuously. When an invoice passes due, it initiates a defined outreach sequence: a friendly reminder at 1 day overdue, a firmer follow-up at 7 days, an escalation at 21 days, and a final notice at 30 days. Standard accounts that pay in response to automated outreach never require human intervention. Accounts that do not respond after the full sequence, or that require payment plan negotiation, route to a human collections manager.
Step-by-Step Flow
Connect your accounting system and define your collections escalation schedule
AI monitors the AR aging report continuously for overdue invoices
Automated outreach sequence initiates at each configured interval
Payments received update the accounting system and close the sequence automatically
Non-responsive accounts after the full sequence route to a human collections manager
Collection outcomes log to improve timing and messaging effectiveness
Best For
- B2B companies with recurring or project-based invoicing and slow-paying clients
- Finance teams spending significant time manually chasing late payments
- Companies where AR aging over 60 days is a consistent cash flow challenge
This is customized for your business.
Every node, tool, and logic path shown here gets adapted to your team structure, your CRM, and your existing workflows. What you see is the proven pattern. What we build together is built specifically for you.
Implementation Notes
Accounting system integration connects to QuickBooks Online, Xero, FreshBooks, or NetSuite via API to read invoice status and payment records in real time. The AR aging monitor runs daily and identifies all invoices that have moved into a new aging bucket: 1 to 7 days, 8 to 21 days, 22 to 30 days, and 31 or more days overdue. Outreach sends from the assigned account manager's email using templates personalized with: invoice number, amount, due date, and a direct payment link if your accounting system supports hosted invoice pages. Outreach sequence: day 1 (friendly reminder, assume oversight), day 7 (firm follow-up, ask for payment confirmation or ETA), day 21 (escalation, note impact to account standing), day 30 (final notice before escalation to collections or legal). All messages send from your domain with DKIM authentication. Replies to outreach route to a monitored inbox and trigger an AI classification: paid, committed to date, requesting payment plan, or disputing the invoice. Committed-to-date and payment plan responses update the CRM and pause the outreach sequence until the commitment date. Disputes and non-responses after day 30 route to the human collections manager via Slack with the full communication history and payment history for the account. Average API and tooling cost is $150 to $300 per month at 50 to 200 active invoices, versus $45,000 to $55,000 per year fully loaded for a US-based AR specialist. Prerequisites: an accounting system with API access, invoice records with contact email addresses, and a defined escalation schedule with approved message templates.