Accounts Receivable Aging Automation Blueprint
Get paid faster without awkward phone calls. The agent sends reminders at 30, 45, and 60 days, then hands serious cases to your finance team.
Workflow blueprint
Weekly AR review (every Monday) or invoice passes 30 days overdue
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AR aging extraction
AI Agent XeroPull the accounts receivable aging report: current, 30-day, 60-day, 90-day, and 90+ day buckets.
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Priority scoring
AI Agent Google SheetsScore overdue invoices by amount, days outstanding, and customer payment history.
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First reminder (30 days)
AI Agent GmailSend polite payment reminder email attaching the original invoice and payment details.
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Second reminder (45 days)
AI Agent WhatsAppSend WhatsApp message to the customer contact requesting payment status update.
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Escalation (60 days)
AI Agent GmailSend formal overdue notice to the customer and copy their accounts payable team.
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Collections handoff (90 days)
HumanFinance manager reviews 90+ day accounts and decides on next action: call, payment plan, or legal.
Average days sales outstanding drops by 12 days. Overdue AR above 60 days reduced by 35%.
Aging Dashboard
See all outstanding invoices sorted by current, 30, 60, 90, and 90+ day buckets.
Auto-Reminders
Payment reminders sent at 30 days with the invoice attached. Polite but consistent.
WhatsApp Follow-Up
At 45 days, the customer gets a WhatsApp message requesting a payment status update.
Escalation Path
At 60 days, formal overdue notices go to the customer accounts payable team.
Customer Scoring
Track payment behavior by customer. Consistently late payers get flagged for stricter terms.
Collections Report
Weekly report shows collection activity, amounts recovered, and accounts requiring attention.
FAQ
Can I customize the reminder schedule?
Yes. The default is 30-45-60-90 days but you can adjust intervals and the number of touchpoints per your policy.
What about customers on payment plans?
Customers on payment plans are tracked separately. The agent monitors installment dates and sends reminders for each due date.
Does the agent make phone calls?
No. The agent handles email and WhatsApp communication. Phone calls for serious collections are flagged to your finance team.
Can I exclude certain customers?
Yes. Key accounts or customers with known payment cycles can be excluded or given custom reminder schedules.
Collect what you are owed
Consistent follow-up that turns overdue invoices into collected cash.