An AI agent for accounts receivable
An accounts receivable agent reads the aging report every morning, drafts the next follow-up for each overdue invoice and hands the ones that need a call to a named person. One job, one agent: getting paid for work already done. It works only after someone owns receivables and the customer records are clean.
What it does every day
- Reads the aging report each morning and sorts overdue invoices by age and amount.
- Drafts the next touch for each one: a reminder, a second notice, a statement, in the tone your team already uses.
- Checks the basics before anything goes out: the right contact, the right amount, no payment already posted.
- Flags the calls. Large balances, repeat late payers and anything past your limit go to the A/R owner with the history attached.
- Logs every touch so the owner sees one list of who was contacted and what's next.
- Reports once a week: what's overdue, what came in, what's stuck.
It connects to your accounting system and inbox through MCP-Connectors, API, OAuth.
What it never sends on its own
The agent drafts. A person approves what goes out. That's the rule for every agent we set up: one goal per agent, written decision limits, a human approves what goes out.
It never, without a person:
- sends a message to a customer
- offers a discount, a payment plan or a write-off
- answers a dispute
- changes an invoice or a payment record
Every agent runs until it hits a gate a person still owns. For receivables, that gate is money and the customer relationship. Who approves what, and up to which amount, is written down first. More on that in who approves refunds, discounts and overtime.
What must be true first
| Ready first | Why the agent needs it |
|---|---|
| One owner of receivables | Someone approves the drafts and makes the calls. Without an owner, the agent's list just grows. |
| A written collections process | When to remind, when to call, when to stop work, who decides on a plan. The agent follows the steps. It can't invent them. |
| Clean customer data | Right contacts, right balances, payments posted on time. Otherwise the agent chases invoices that are already paid. |
| Invoices that go out on time | An invoice sent weeks after the job ends starts overdue. Fix the closeout first. |
First you need to clean the data, and this is the best investment you can do. Clean up your data. Check your sources. The full case is in clean your data first. If your books live in QuickBooks, the QuickBooks audit shows where the records don't agree.
Result we've seen
$1.2M of $1.4M in overdue receivables collected in three months, once one person owned receivables.
The work came before any agent: one owner for receivables, reconciled books, and a closeout that ends in an invoice within the week. That's the order we keep.
Where Efficiency Sprint fits
Efficiency Sprint makes companies operationally ready for AI. We write the process, name the owner, clean the data, then set up the agent inside EfficiOS with the approval gates in place.
Questions
Does an AI accounts receivable agent work with QuickBooks?
Yes. It reads the aging report and payment records through MCP-Connectors, API, OAuth. If the books don't reconcile, fix that first, or the agent works from wrong balances.
Who approves the messages?
The A/R owner, a named person with written limits. The agent drafts. That person approves, edits or holds each message before it goes to a customer.
What if a customer disputes an invoice?
The agent stops follow-ups on that invoice and hands it to the owner with the history. Disputes stay with people.
Can it offer payment plans?
No. It can flag that a customer asked for one. The owner decides, inside the limits you've written down.
How soon can it run?
As soon as one person owns receivables, the process is written and the customer data is clean. If any of those is missing, that comes first.