Monitors receivables aging, sends personalized payment reminders on schedule, escalates strategically, and tracks payment commitments—reducing DSO without damaging customer relationships. All on your infrastructure.
"Our DSO was 52 days. Industry average is 35. That's $2.8M in working capital tied up in receivables that should have been cash. We hired a collections specialist. They lasted 6 months—burned out from the volume and the awkward customer conversations. Then we were back to square one. Nobody wants to make collection calls. Nobody wants to send the uncomfortable emails. So invoices just... sat there. Aging. We'd write off $30K here, $50K there. Death by a thousand cuts. The money was ours. We just never collected it."
— CFO, Professional Services Firm ($75M revenue)
Deploy an AI that monitors your receivables, sends personalized reminders on a consistent schedule, escalates intelligently, and tracks payment commitments—collecting what's owed without burning relationships.
Watches every invoice from issue to payment. Triggers reminders before due date. Escalates after. Nothing falls through the cracks. Nothing ages silently.
Crafts messages based on customer history, invoice amount, relationship tier, and payment patterns. Strategic customer gets different treatment than chronic late-payer.
Follows your escalation path automatically. Email, then call request, then account manager alert, then credit hold. Each step timed perfectly. No gaps. No delays.
Friendly reminder before due date. Confirms invoice received. Offers to answer questions.
Payment due today. Clear call to action. Payment instructions included.
Professional overdue notice. Requests payment or response. Offers payment plan if needed.
Phone call request to AR. Personal outreach. Payment commitment tracked.
Sales/AM alerted. Relationship leverage. Internal coordination.
New orders blocked. Final notice sent. Legal language included.
Formal demand letter. Collection agency warning. Last chance.
Referred to collection agency or legal. Full documentation provided.
$4.7M in receivables. DSO 52 days vs. industry average of 35. Systematic reminder sequences and timely escalation brought DSO down 14 days in 6 months.
"Collections improvement report: 6-month results. Starting DSO: 52 days. Current DSO: 38 days. Improvement: 14 days (27% reduction). Working capital freed: $1.8M. Actions taken: Pre-due reminders sent: 2,847. Due-date notices: 2,847. First overdue notices: 1,247. Escalation calls requested: 412. Account manager alerts: 89. Credit holds: 23. Collection rate: 94% collected within 60 days (vs. 71% prior). Average days to payment: Reduced from 47 to 34. Top impact: Consistent pre-due reminders—customers pay on time when reminded. 34% of payments now received before due date (vs. 12% prior)."
$127K outstanding from top-10 customer. 45 days overdue. Sales begged: "Don't damage the relationship." Agent used relationship-aware messaging. Collected in full. Relationship intact.
"Strategic account collection: TechGlobal Industries. Account tier: Strategic (Top 10 by revenue). Outstanding: $127,400 across 3 invoices. Days overdue: 45 days average. Relationship context: $2.4M annual revenue. 8-year customer. Active RFP for $800K expansion. Collection approach: Tier-appropriate messaging (partnership language, no threatening tone). CC'd account manager on all communications. Offered extended payment plan (3 installments). Outreach sequence: Day 1: Personalized email to CFO (not generic AR). Day 7: Account manager made soft inquiry during regular call. Day 14: Payment plan offered via account manager. Result: Full payment received Day 21. Customer feedback: 'Appreciated the professional handling.' Expansion RFP: Still active, proceeding to final stage. Relationship status: Intact. Payment behavior: Improved (subsequent invoices paid on time)."
Invoice at 78 days. Previous approach: would have been written off at 90 days. Agent escalation caught it. Payment plan negotiated. Full amount recovered over 3 months.
"Write-off prevention: Metro Services LLC. Invoice: INV-2024-5521. Amount: $84,200. Age: 78 days (12 days from write-off threshold). Previous contact attempts: 2 generic emails (no response). Risk indicators: Company financial stress (news monitoring detected layoff announcement). Agent escalation: Day 78: Flagged as high-risk (approaching write-off). Day 79: Direct outreach to customer CFO. Day 80: Phone conversation—customer confirmed cash flow issues. Day 81: Payment plan proposed (3 monthly installments). Day 82: Payment plan accepted, first payment scheduled. Resolution: Installment 1: $28,067 received Day 90. Installment 2: $28,067 received Day 120. Installment 3: $28,066 received Day 150. Total recovered: $84,200 (100%). Write-off avoided: $84,200. Customer status: Retained on modified terms. Credit limit reduced."
Customer always paid 15-20 days late. Every invoice. No consequences. Agent identified pattern, adjusted approach with earlier reminders and consistent follow-up. Now pays on time.
"Payment behavior modification: DataFlow Analytics. Historical pattern: Average days late: 17 days. Invoices analyzed: 24 (past 2 years). Pattern: Always pays, but always late. No response to reminders. Pays when second overdue notice sent. Agent adaptation: Moved pre-due reminder to Day -14 (vs. Day -7 standard). Added reminder at Day -3. Personalized message: 'We've noticed payments typically process around Day 45. To help your team, we're sending earlier reminders.' Results after 6 months: Average days to payment: 4 days (vs. 17 prior). On-time payments: 5 of 6 invoices (83%). Customer response: 'The earlier reminders actually help—we schedule payments when we see them.' Behavior change: Permanent. Customer now pays within terms. Cash flow impact: $247K accelerated by average of 13 days per invoice."
Watches every invoice from issue to payment. Real-time aging. Risk scoring.
Sends pre-due, due-date, and overdue notices on schedule. Personalized per customer.
Different approaches for strategic accounts, chronic late-payers, and standard customers.
Automatic escalation path. Email to call to AM to credit hold. Timed perfectly.
Offers and tracks payment arrangements. Automatic reminders for installments.
Records payment commitments. Follows up when promises are broken.
Flags high-risk accounts approaching write-off thresholds. Early warning.
Email, portal messages, call requests. Customer preferred channel respected.
Tracks DSO trends, collection rates, and aging improvements over time.
Reports to: Accounts Receivable / Finance
Availability: 24/7 (continuous monitoring)
Scope: All customer receivables
Complete specification including reminder templates, escalation rules, and segmentation criteria.
Download .docxConfigure your reminder timing, customize escalation paths, and define customer tier treatments.
Pay once. Own the asset. Full source code. Deploy, modify, extend.
Customer information, payment history, and communications never leave your infrastructure.
New messaging templates, escalation improvements, and integration updates.
Configure reminder schedules, escalation paths, and customer segmentation rules.
Deploy the Invoice Collections Agent on your infrastructure. Every invoice tracked. Every reminder sent. Every dollar collected.
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