Use Case #83 — Finance Automation

Automate Accounts Receivable Follow-Up with AI

Stop chasing overdue invoices manually. Deploy an AI agent on Architect that monitors aging reports, sends personalized multi-channel reminders, and escalates high-risk accounts — all in under 10 minutes, with no code required.

Start Building Free See how it works

AR Automation Impact Numbers

42%
Average DSO reduction
<10m
Agent setup time
70%
Reduction in manual AR effort
3.5×
More invoices resolved per week

Why It Matters

Overdue invoices don't just harm cash flow — they consume finance team bandwidth, damage customer relationships, and create audit risk. AI-driven AR follow-up ensures every aging invoice receives timely, consistent, and personalized outreach without any manual effort.

42%
Faster cash collection
24/7
Always-on AR monitoring
70%
Lower collections cost

Works With Your Finance Stack

Architect connects to the ERP, CRM, and communication tools your finance team already uses — no custom connectors needed.

QuickBooks
NetSuite
Xero
Salesforce
HubSpot
Stripe
Slack
Microsoft 365
SAP

Platform Capabilities

Architect provides the full infrastructure your AR automation agent needs — from real-time triggers to compliant audit trails.

Real-Time Invoice Monitoring
The agent continuously polls your ERP for aging invoices and triggers outreach workflows the moment a due date passes — no cron jobs or manual reports required.
Multi-Channel Reminders
Send personalized follow-up via email, Slack, and SMS — automatically selecting the best channel and tone based on account tier, days overdue, and prior interactions.
Smart Escalation Rules
Define dunning schedules and escalation thresholds in plain language. The agent automatically escalates to account managers or collections teams when risk criteria are met.
Audit-Ready Logging
Every outreach action, response, and payment event is logged with timestamps. Architect provides a full audit trail for compliance, dispute resolution, and finance reviews.
CRM & ERP Sync
Architect writes interaction outcomes back to Salesforce, HubSpot, or NetSuite — keeping your CRM and AR records in sync without any manual data entry.
DSO & Recovery Analytics
Track days-sales-outstanding trends, recovery rates, and reminder effectiveness over time — with structured data outputs ready for your finance dashboards.

How It Works

From overdue invoice detection to resolved payment — four automated steps, zero manual effort.

01
Invoice Aging Detected
Architect monitors your ERP or accounting system and flags invoices past due date based on your configured rules.
02
Personalized Outreach Sent
The agent sends a contextual, professional reminder via the appropriate channel — email, Slack, or SMS — personalized to the account and overdue amount.
03
Escalation if No Response
If the account does not respond within the configured window, the agent escalates — notifying the account manager or triggering a formal collections workflow.
04
Payment Logged & CRM Updated
On payment confirmation, Architect marks the invoice resolved, logs the interaction outcome, and syncs the status back to your CRM and ERP automatically.

Before vs. After Architect

Without Architect
  • Finance staff manually review aging reports every morning, consuming hours of productive time
  • Inconsistent reminder cadences lead to missed follow-ups and extended DSO
  • Account managers are looped in too late, escalations are reactive and unstructured
  • No visibility into which invoices were contacted, when, and via which channel
  • High-value overdue accounts fall through the cracks, increasing bad-debt write-off risk
With Architect
  • Agent auto-monitors aging reports 24/7 and triggers outreach the instant an invoice is overdue
  • Consistent, configurable dunning cadences ensure every account receives the right reminder at the right time
  • Structured escalation rules automatically route high-risk accounts to account managers before they become write-offs
  • Full audit trail of every interaction — channel, timestamp, response — ready for compliance and dispute resolution
  • DSO drops by up to 42% as cash collection accelerates with zero additional headcount

Your AR Follow-Up Agent Prompt

Configure your agent in plain language. Paste this prompt into Architect and your AR follow-up agent is live in under 10 minutes.

ar-followup-agent — system prompt
agent: ar-followup-v1  |  model: gpt-4o  |  status: active
You are an Accounts Receivable Follow-Up Agent for [Company Name].

Your responsibilities:
1. Monitor the connected ERP (QuickBooks/NetSuite/Xero) for invoices overdue by 1, 7, 14, and 30+ days.
2. On each aging threshold, send a personalized reminder to the billing contact via email.
   - Tone: professional and courteous for 1-7 days; firm and direct for 14+ days.
   - Include invoice number, amount due, due date, and a payment link.
3. For invoices overdue 30+ days, notify the assigned account manager via Slack with a summary.
4. If a payment is received, mark the invoice resolved and log the outcome in the CRM.
5. Never contact the same account more than once per 48-hour window.
6. Log every outreach action with channel, timestamp, and account ID for audit purposes.
7. Escalate disputed invoices to the Finance Manager with full interaction history.
Start Building

Frequently Asked Questions

How does the AI AR follow-up agent work?
Architect monitors your ERP or accounting platform for overdue invoices, triggers personalized multi-channel reminders via email, Slack, or SMS, and logs all interactions automatically — without any manual intervention from your finance team.
Which systems does Architect integrate with for AR automation?
Architect integrates with QuickBooks, NetSuite, Xero, SAP, Salesforce, HubSpot, Stripe, Microsoft 365, and major email and messaging platforms out of the box — with no custom connectors required.
Can I customize reminder cadences and escalation rules?
Yes. You configure the agent prompt to define dunning schedules, escalation thresholds, outreach tone, and escalation paths — all in plain language. No engineering or code changes are needed.
How quickly can I deploy an AR follow-up agent?
Architect is designed for production deployment in under 10 minutes. Connect your data source, configure the agent prompt with your business rules, and activate — your AR agent is live immediately.
Is the AR agent secure and audit-ready?
Yes. Architect provides role-based access controls, full audit logging of every agent action, and compliant data handling so every AR interaction is traceable and reviewable by your finance and compliance teams.

Your AR Agent Is 10 Minutes Away

Stop letting overdue invoices drain your cash flow and your team's time. Build a production-ready AR follow-up agent on Architect — no code, no consultants, no delays.

Start Building Free

No credit card required  •  Production-ready in <10 minutes  •  Full audit logging included