ViBe://AUTOMATE
AI Accounts Receivable Clerk
Your AR team spends significant time on work that follows the same rules every cycle — generating invoices, sending reminders, updating aging reports, and prepping reconciliations. An AI AR Clerk handles the routine so your team focuses on disputes, relationships, and cash flow strategy.
What it handles
The cycle work, automatically.
The AI AR Clerk connects to your accounting software, ERP, and email — processing triggers at invoice due dates, payment events, and aging thresholds.
- Generate invoices from approved job or project data on schedule
- Send tiered payment reminder sequences at 15, 30, and 60 days overdue
- Update aging reports as payments are received or overdue thresholds are crossed
- Prepare reconciliation summaries comparing expected vs. received payments
- Flag disputed invoices and pause collection activity automatically
- Log all communication and payment activity per account
Systems it connects to
Integrated with your finance stack.
QuickBooks, Xero, Sage — reads invoices, logs payments, updates aging.
Sends reminders, receives payment confirmations, logs client correspondence.
NetSuite, SAP — reads project/job data for invoice generation triggers.
How it runs
Trigger → Action → Approval.
Human approval points
Finance decisions that stay with your team.
- Write-offs and bad debt decisions
- Dispute resolution — any credit memo, partial credit, or settlement
- Payment plan agreements outside standard terms
- Collection escalations beyond the standard reminder sequence
- Invoice corrections that affect recognized revenue
Capacity recovered
Illustrative monthly time savings.
Monthly capacity recovered
~20 hrs
Illustrative estimate
Typical implementation time
2–4 wks
From kickoff to live
Missed reminder cycles
Zero
Every invoice tracked
Capacity estimates are illustrative. Actual hours recovered depend on invoice volume, number of accounts, and collection sequence complexity.
Implementation
Live in 2–4 weeks.
01
Discovery
Map your invoicing cycle, reminder sequences, and dispute handling rules.
02
Build
Connect accounting system and email. Configure reminder templates and escalation logic.
03
Pilot
Run on a subset of accounts. Validate aging updates and reminder timing.
04
Full rollout
Expand to full AR workload. Monitor exception rate and dispute flags.
Security & data handling
Financial data access, scoped and logged.
Read/write scoping
Access limited to invoice records, payment status, and approved email templates. No access to payroll, tax filings, or banking credentials.
No training on financial data
Invoice and payment data are never used to train models.
Full audit trail
Every action — reminder sent, aging update, dispute flag — is logged with timestamp and record reference.
Revocable access
API and email credentials can be revoked independently at any time.
FAQ
Common questions.
Does the AI send payment reminders directly to clients?+
It can send templated reminders automatically for overdue invoices within defined parameters (e.g., 15/30/60 day sequences). For large accounts or accounts with open disputes, reminders are drafted for human review before sending.
Which accounting systems does it connect to?+
We build integrations with QuickBooks, Xero, NetSuite, Sage, and most accounting platforms with a documented API. ERP integrations (SAP, Oracle) are scoped case by case.
What happens when a client disputes an invoice?+
Disputes trigger an automatic pause on collection activity for that account, a flag in the aging report, and a notification to the designated AR contact — all before any collection action is taken.
Can it handle multi-currency invoicing?+
Yes, with the right accounting system configuration. Currency rules and exchange rate handling are scoped during discovery.
Get started
Build your AI AR Clerk.
Book a demo to walk through your current AR cycle and get a scoped build plan with integration requirements, reminder logic, and a go-live timeline.