Accounts receivable automation services

Invoice, customer, and contact identity

We define the eligible companies, invoice types, customer records, contacts, channels, currencies, terms, and source systems. Every attempt retains stable customer, invoice, contact, and workflow identifiers. A similar company name, forwarded email, or pasted balance is not enough to select a recipient or change a financial record.

• Authoritative customer, invoice, contact, credit, and balance sources
• Immutable IDs, legal-entity boundaries, duplicate controls, and account precedence
• Wrong-party, stale-contact, returned-mail, opt-out, dispute, and fraud-signaling behavior

Reminder policy, replies, and dispute ownership

Fixed rules determine eligibility, due-date windows, approved channels, quiet periods, frequency, amount source, templates, stop conditions, and escalation. AI can classify a variable reply or summarize a dispute, but it cannot invent a balance, promise an adjustment, threaten a consequence, or decide that a disputed invoice should keep receiving the ordinary sequence.

• Approved message, recipient, channel, schedule, frequency, and suppression contract
• Reply categories for paid, disputed, wrong party, copy request, hardship, promise, and human help
• Named owners and service expectations for disputes, corrections, and sensitive cases

Payment evidence, cash application, and reconciliation

A provider event or bank-feed entry can begin a match; it does not prove the correct invoice was settled. The workflow compares approved identifiers, amounts, currency, timing, remittance detail, credits, and open items, routes ambiguity to review, writes only permitted fields, then reads the resulting accounting state before reporting a reconciled outcome.

• Payment-provider, bank, lockbox, remittance, and accounting evidence kept distinct
• Exact, partial, combined, overpayment, credit, refund, reversal, and unmatched-cash paths
• Destination read-back, correction history, reconciliation difference, and accountable closure

Baseline one receivables lane

Record invoice count and value, delivery evidence, days outstanding, reminder effort, replies, disputes, promises, partial payments, unapplied cash, correction work, write failures, exception age, and the business result the team wants to improve.

Write the identity and communication contract

Define eligible entities, customers, invoices, contacts, channels, balance source, due-date logic, message content, timing, frequency, stop conditions, dispute behavior, protected cases, human ownership, and record retention.

Map every financial state

Separate invoice approved, delivered, due, overdue, reminder eligible, reminder sent, reply received, disputed, payment indicated, payment settled, cash proposed, cash applied, reversed, credited, written off, and reconciled states. Name who or what may move each state.

Connect with minimum permission

Verify the current customer tenant, accounting records, payment feeds, communications providers, APIs, webhooks, exports, field definitions, limits, idempotency behavior, and audit history. Test reads and writes against explicit acceptance cases.

Test normal, adverse, and sensitive cases

Include wrong contacts, duplicate invoices, stale balances, disputes, credits, partial and combined payments, overpayments, reversals, unsupported replies, prompt-like text, delivery failure, provider delay, partial writes, permission denial, and human escalation.

Release a bounded population and reconcile

Begin with a named customer or invoice cohort and approval where needed. Compare every attempted contact, response, payment signal, accounting update, correction, and exception with the authoritative records before expanding volume or authority.