Solutions · Accounts receivable

Accounts Receivable Agent

Read the remittance, apply the cash, flag the short-pays, and follow up, just like your AR specialist.

Works using screen+ mouse+ keyboard

No new system.No integrations.

See how it works

applied the morning it posts ↗

PDF viewer · RemittanceDemonstration data
  • PayerDelmar Contracting
  • Amount$18,420.00
  • Invoices4
  • Deduction$310.00
NetSuite · Customer paymentDelmar Contracting
  • Apply to 301146,240.00
  • Apply to 301214,115.00
  • Apply to 30127 (short $310)5,000.00
  • Apply to 301333,065.00
Total$18,420.00
✉Sent to AP, Delmar ContractingStatement Delmar 11-06.pdf

Can you send a copy of invoice 30133?

Attached. Invoice 30133 is paid in full as of today. Your account has one open item: the $310 on 30127.

  1. 01Payment
  2. 02Remittance
  3. 03Match
  4. 04Apply
  5. 05Follow-up
The biggest win

Cash applied the day it lands

Unapplied cash hides who owes you. Your agent applies it the same day and chases the rest.

Todaythe usual way
  • Payment sits unapplied
  • Applied to invoices End of the week
  • Deal lost. Collections called a customer who had already paid.
VS
With your agent✦ Instant
  • Picked up the moment it lands
  • Matched, applied, short-pays flagged same morning
  • Clean aging. Cash collected sooner.

Receivables are messy is messy

  • Unapplied cash. Money in, aging still wrong
  • Short-pays. Deductions nobody chases
  • Wrong calls. Chasing paid invoices
  • Slow follow-up. 60 days becomes 90

An agent that handles the messy parts your way.

  • 01Messy remittancesEmails, stubs, portals
  • 02Partial paymentsMatched line by line
  • 03DeductionsTracked, not written off
  • 04Polite follow-upYour words, your schedule
  • 05Clean agingRight every morning
Today

Every payment, by hand. Agents should!

  1. ManualAgent Download deposits
  2. ManualAgent Open remittance
  3. ManualAgent Find invoices
  4. ManualAgent Match amounts
  5. ManualAgent Apply cash
  6. ManualAgent Note short-pays
  7. ManualAgent Check aging
  8. ManualAgent Write reminders
  9. ManualAgent Call customers
  10. ManualAgent Log notes

How many hours can you get back?

Built differently

No new system. No integrations.

You're not buying software. You're adding an agent that uses the software you have.

The whole job

Hand the whole payment to an agent

1 agent
  1. Reads deposits
  2. Reads remittances
  3. Matches invoices
  4. Applies cash
  5. You clear short-pays
  6. Checks aging
  7. Sends reminders
  8. You call the hard ones

Agent does itYou decide

How it works

Five steps. One payment.

One job, start to finish: Delmar Contracting, aCH $18,420.00, 4 invoices.

  1. 01

    It reads the remittance

    Email, PDF, portal or check stub. Which invoices, how much.

    PDF viewer · Remittance
    • PayerDelmar Contracting
    • Amount$18,420.00
    • Invoices4
    • Deduction$310.00

    Remittance · Delmar Contracting

  2. 02

    It matches the cash

    Payment to invoices, even when the customer's note is vague.

    NetSuite · Open invoices
    ItemFromPrice
    Invoice 30114Open balance$6,240.00
    Invoice 30121Open balance$4,115.00
    Invoice 30127$310 deducted: damaged freight claimOpen balance$5,310.00
    Invoice 30133Open balance$3,065.00
  3. 03

    It applies it in your ERP

    Cash receipt entered, then reopened to confirm.

    NetSuite · Customer payment
    No. PMT-77120Delmar ContractingDraft
    DescriptionQtyUnitAmount
    Apply to 301141inv6,240.00
    Apply to 301211inv4,115.00
    Apply to 30127 (short $310)1inv5,000.00
    Apply to 301331inv3,065.00
    Deduction $310 open on 30127$18,420.00
  4. 04

    It follows up

    Polite reminders on your schedule, in your words.

    Outlook · New message

    ToAP, Delmar Contracting

    SubjectRE: Payment remittance 11/06

    Thank you for the payment of $18,420.00. It's applied to all four invoices. For the $310 freight deduction on 30127, could you send the photos or the carrier claim number so we can credit it?

    Statement Delmar 11-06.pdf

    Send
  5. 05

    It answers the customer

    Balances, copies of invoices, what's still open.

    Email · Delmar Contracting

    Can you send a copy of invoice 30133?

    Attached. Invoice 30133 is paid in full as of today. Your account has one open item: the $310 on 30127.

    Answered from: NetSuite, customer statement

The full process

Accounts receivable: every step

What the agent does, where you decide, and the rules it checks.

you decide every green box

  1. Deposit or remittance
  2. Read remittance
  3. Customer identified?
    No → AR identifies
  4. Find open invoices
  5. Amounts match?
    No → note short-pay
  6. Apply cash in ERP
  7. Reopen & verify
  8. Deduction over $250?
    Yes → AR approves
  9. AR clears deduction
  10. Check aging
  11. Send reminders
  12. Over 60 days?
    Yes → you call
  13. Answer customer questions
  14. Applied & followed up

Agent does it You decide Rule check

Your process

Built around how you work

Not a template. Your steps, your rules, your approvals.

  1. 01

    Explain it once

    Talk or type, like training a new hire. Hand over your SOP, price book and a few past quotes.

    When a request comes in, first check: customer identified? If not, AR identifies.

    Quoting SOP.pdf Price book 2026.xlsx 3 past quotes
    Describe your process…
  2. 02

    Watch it work

    It works a real job on your screen. You correct it the way you'd correct a person.

    Use the 2026 price book, not last year's.

    Got it. Switched to 2026 and re-priced 4 lines.

    Read requestDrawingPricing
  3. 03

    Save your process

    A written procedure and a flowchart. Every run follows the version you approved.

    1. Read remittance
    2. Customer identified?
    3. Find open invoices
    4. Amounts match?
    5. Apply cash in ERP
    6. Reopen & verify
    v1 · approved
Fully yours

Change anything. Any time.

Any step, any rule, any approval. Say what changed. Approve the new version.

Accounts receivable processv3 → v4
  1. Apply cash in ERP
  2. Check this customer's historyAdded
  3. Deduction over $250?Changed
  4. Check aging
  5. AR clears deductionRepeat customers: skip
  6. Deduction over $250?

Add a step after “Apply cash in ERP”: check this customer's history and flag anything unusual.

Step added

New rule: Deduction over $250 → ar approves.

Rule changed

Repeat customers under the limit don't need my approval anymore.

Approval changed

Saved as version 4. You approved it. The next run follows it. The last runs keep the version they ran on.

Your controls

Your rules. Exactly.

Written once in plain English. Followed every time.

  • Deduction over $250? AR approves
  • Over 60 days? You call
  • Customer disputes? Stop reminders

Never, on any run

  • Write off a balance
  • Threaten a customer
  • Refund money
  • Change payment terms

Approvals, where you want them

It stops and asks you.

What it built, what it checked, what looks off and what it suggests. Approve, edit, reject, or take the wheel.

from your desk or your phone ↘

Accounts receivable agentRun #1042Paused at step 08 · DeductionWaiting for you
Approval you asked for Medium risk AR · step 08 · Deduction Waiting 0:42 1 of 2 in your queue

Delmar deducted $310 for damaged freight.

You asked to approve every deduction over $250.

Agent suggests: Apply the cash, keep $310 open, ask for the claimOne item needs a look. Everything else checked out.

REMITTANCE · Delmar Contracting · 11/06

30114$6,240.00 · paid

30121$4,115.00 · paid

30127$5,000.00 of $5,310.00

30133$3,065.00 · paid

ReasonDamaged freight, no claim #

Applied$18,420.00

Review notes

  • Three invoices paid in full
  • No freight claim number on file
  • Customer has no other past-due items
Talk Take control Reject Edit Approve ↵
The difference

Your team, before and after

Your team today and with the agent
TodayWith your agent
Cash application End of week Same morning
Your AR team Matching cash Working disputes
Reminders When there's time On schedule
Aging Days behind Current daily
Your numbers

How many hours can you get back?

Your volume, your times, your labor cost. Estimates, not results.

130staff hours per month returned to customers and collections
$4,680labor capacity per month
$56,160labor capacity per year

Payments × (minutes today − minutes with the agent) ÷ 60 × hourly cost

These are example assumptions, not results. Example for a distributor's AR team: minutes cover reading remittances, matching, applying and follow-up. Use your own numbers.

FAQ

Questions owners ask us

Do we have to buy new software or connect anything?

No. The agent works in the software you already use, with the same screens, keyboard and mouse your team uses, under logins you give it. Nothing to replace and nothing to integrate.

How is the agent built?

You explain the job the way you'd train a new hire: talk or type, and hand over your SOP and a few real examples. Then it does a real one live while you watch and correct it. Your process is saved as a flowchart and a written procedure, and every run follows the version you approved.

Will it chase customers too hard?

It sends the reminders you write, on the schedule you set, and stops the moment a customer disputes or a person takes over. Anything over your limit goes to you to call.

Can we change the process later?

Any time. Add a step, change a rule, move an approval or drop one. Tell the agent what changed, review the new flowchart and save it as a new version.

Where does it run, and is it safe?

On your computers, in your signed-in sessions. Logins are kept in a vault and never shown to the AI. Every run is recorded with screenshots, values read and approvals given.

Cash applied · Customers followed up

Which payments should we apply first?

Bring last week's deposits and remittances.

Get demo

no new system. no integrations. ↗