Collections management software that starts the collector's day with the cash ready to move
Collector time aimed at the cash ready to move; every promise checked before it breaks.
See one case, screen by screen ↓Software that helps a B2B accounts receivable team decide which overdue accounts to work, contact customers, record promises to pay and escalate when they break. Collections Management adds eight agents that rank the queue by the cash a contact moves this week, read customers' AP portals and replies, draft dunning in the customer's terms and check every promise — the collector sends, and the AR and credit managers sign.
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The worklist says to start with the biggest, oldest balance. But the facts that decide whether cash moves this week sit somewhere else: the approval status and payment-run date in each customer's AP portal, a new AP contact named in an automatic reply, a credit note issued and never sent, a "we paid on 2 Oct" with no matching receipt. A collector checks a handful of portals by hand, reads replies between calls and sends the same template to everyone.
So the call that would move money today is missed, and the one that moves little is made first. Promises to pay are written down but not checked, so a promise due on Thursday is put at risk by a credit note the customer's portal is still waiting for. Holds are decided without the evidence or without sales knowing, and a "FINAL REMINDER" goes to a new AP contact at a key account with a renewal open.
Estimated split for one collector working a portfolio of about 40 overdue accounts, by hand and with the solution.
Eight agents rank, read portals and replies, draft, check tone and track promises; the collector sends and managers sign.
Wednesday 14 October. Jamie Fenwick collects for Kestrel & Vane Group's building products business in North America: 38 overdue accounts, $1,461,120 overdue. Here is the morning, screen by screen, in the working solution.
Jamie's queue is ordered by the cash expected this week if the account is worked today — $723,400 across 38 accounts. Promises to pay due this week are pinned on top: Ferncliff Mechanical at risk, Calder Freight Lines broken. Orinmoor Builders is first at $156.9K expected, while Halbrook Rail Systems, the largest balance at $318,200, sits third behind a $4,200 price dispute.
“Your call, Jamie — nothing is sent until you send it.”
The agent run shows each step with what it read and how sure it was. The queue planner ranked Orinmoor first: $182,400 × 86% = $156,900 if worked today, $74,800 if left a week. The portal checker signed in read-only, the reply reader found the automatic reply, the outreach writer drafted and the tone checker checked the draft against the relationship. Then the account went to the top of Jamie's queue — nothing sent.
“Limits: the agents read portals with read-only access, never change an amount, never contact a customer on their own, and never place a hold.”
Every statement in the conversation carries a numbered citation. Citation 4 opens Orinmoor's supplier portal as read at 07:12: SP-118842 for $96,800 and SP-119207 for $85,600, both Approved on 9 October 2026. The highlighted line is the one the agent used — approved invoices are paid in the Friday payment run if approved by Thursday 12:00 Pacific.
“Source kept with the account · highlighted text is what the agent used.”
The reply reader found that Dana Whitcombe had left and Leo Marchetti now runs accounts payable; Jamie confirms the new contact. The outreach writer drafts to Leo with Orinmoor's PO numbers and portal references and one ask: Friday's run. The tone checker replaced the subject “Final reminder: overdue invoices”. Jamie types “Make it shorter” — 4 lines instead of 9, same ask, same references — and the tone checker re-checks it.
Tone checker: “‘Final’ is not allowed before day 90, and it would be the first thing Leo reads from us.”
Jamie sends the email and it is logged to the account. Leo replies: both invoices are in this Friday's run, 16 October. The reply reader reads a promise to pay of $182,400 on Friday 16 October, at 0.97 confidence, and offers Log the promise or Change amount or date. One click pins it to the top of the queue, and the promise tracker will check the portal on Thursday after 12:00 and match the cash on Friday.
“Done for today — the agents keep watching Orinmoor Builders.”
The reply reader files receipts, thank-yous and statements on its own and brings the other 10 to a person, each with its reading, the words it used highlighted, and a confidence. Merriton Hotels Group will pay $29,400 on Tuesday 20 October and has a new AP mailbox, read at 0.96. Jamie can accept the 5 readings at 0.93 or above at once, edit one, or reject it with a reason.
“Your call — nothing changes until you accept.”
Each promise is checked three ways: their portal, their remittance, our bank. Ferncliff Mechanical promised $28,600 for Thursday 15 October, but their portal moved the invoice to On hold yesterday at 16:20 — “Awaiting credit note”. The cause: our credit note CN-26-1182 was issued on 12 October and never sent. The outreach writer has the email drafted; nothing is sent until Jamie sends it.
“At risk — one email fixes it.”
Calder Freight Lines owes $241,750 and has broken 2 of 2 promises; 2 orders worth $64,200 are waiting. The escalation adviser proposes holding new orders until $120,000 is received, and told Marcus Lindqvist in sales at 06:22. Renata reads the case, picks the reason “Policy met, evidence complete” and approves and signs.
“Signed as Renata Okoye · Wed 14 Oct 2026 · kept in the audit trail.”
214 reminders are drafted from the long-tail plan, $486,320 overdue, to send on Thursday 15 October at 08:00 in each customer's time zone. The tone checker passed 205 and held back 9 for a person: an open dispute on the same invoice, a bounced email, a customer who asked for letters only, an account in insolvency proceedings since 5 October. Jamie can release each one or move it to the queue, then approve the 205 once.
“Every ready draft uses the customer's own invoice references and follows the message rules.”
The weekly report, written at 06:00: $4.82M collected against a forecast of $4.60M, the best week since July. DSO is 49 days, down from 53 in July, and $9.8M of $41.6M is overdue, down from $11.6M. $1.14M is promised or approved in customers' portals for the next seven days, including Orinmoor's $182,400 in Friday's run.
The same morning, seen by the five people who carry it — what their week looked like, and what it looks like now.
Eight agents rank, read portals and replies, draft, check tone and track promises; the collector sends and managers sign.
Ranks every overdue account by the cash expected this week if it is worked today — the amount overdue times the likelihood it is paid this week after a contact today — proposes one next step and explains the rank with sources.
Signs in to customers' AP portals read-only and reads invoice status, holds, payment-run dates and cut-offs.
Reads every reply, automatic reply and call note for promises, disputes, contact changes, remittances and out-of-office deputies, and proposes what to do with each.
Drafts each message in the customer's terms — their PO numbers, their portal references, their language — and prepares call briefs.
Checks every draft and every batch against the relationship and the message rules, and changes or holds back what breaks them, with a reason.
Checks each promise to pay three ways — the customer's portal, their remittance, our bank — before and on the due date, and flags any at risk or broken.
Builds the case for a credit hold, payment plan, limit change or agency placement, tells the sales account owner and routes it to the person who decides.
Writes the weekly cash and DSO report in plain words, with every number cited.
Send, sign holds and plans. The agents propose; a named person decides.
Ask about any account, promise or dispute — or say what to do. Every answer points to its source, and anything that changes an amount, a hold or a plan still goes to a person.
Which promises are at risk this week?
One is at risk and one is broken. Ferncliff Mechanical, $28,600 for Thursday — their portal moved the invoice to On hold yesterday, waiting for credit note CN-26-1182, which we issued but never sent. Calder Freight Lines, $60,000 due 9 Oct — broken, the second; a hold is with Renata.
Why is Orinmoor first?
Because the cash is ready to move: both invoices are approved, a payment run is two days away, and the only thing in the way was a contact who left. Larger accounts, like Halbrook, are blocked by a dispute, so a contact today moves less cash.
Why is DSO down since July?
DSO is 49 days, down from 53. Most of the fall is older balances clearing — invoices over 90 days fell from $5.1M to $3.9M — and promises now being checked instead of remembered.
Put Calder Freight Lines on credit hold
I can't place a hold myself — Renata Okoye decides holds. The case is ready for her: $241,750 overdue, two broken promises, $64,200 of orders waiting, and insurer cover cut to $150,000. Marcus in sales has been told.
13 screens from the working solution, on its sample data. Pick one to see it large.
The limits every account is worked against, and what each agent may do on its own, are settings the administrator changes and the audit trail records.
| Setting | Default | Choose from |
|---|---|---|
| Credit hold proposed after | 2 broken promises over $25,000 | Number of broken promises, set by the administrator |
| Payment plans the AR manager may approve up to | $50,000 | An amount you set |
| Write-offs the AR manager may approve up to | $2,500 | An amount you set; above it, the controller |
| Agency proposal after | 120 days for Standard accounts · 90 days for Long tail | Days you set |
| Sales told before a hold, at least | 4 hours | Hours you set |
| Expected-cash ranking | Standard weights | Standard weights · Favour large balances · Favour oldest first |
| What each agent may do | Outreach writer: drafts only — a person sends | Per agent: its own mode (for the outreach writer, drafts only) · Propose only · Off |
| When an approval waits, the approver is told | Within 4 hours, then a reminder | Set per notice: who is told and when |
Every figure is labelled: a target the solution is built to, an estimate, a typical published result, or a proven one.
“demo” = seen in the working solution, on its sample data · “target” = the design goal, measured in the live solution · “estimated” = our estimate · “typical” = published figures (Atradius Payment Practices Barometer, Western Europe 2025, the Netherlands — 35% of B2B invoices paid late, bad debt about 4%; PwC Working Capital Study 24/25 — global DSO 47.3 days in 2015, 50.0 days in 2024). People, companies, invoices and portals named on this page are fictional — characters and sample data in the working solution.
Software that helps a B2B accounts receivable team decide which overdue accounts to work, contact customers, record promises to pay and escalate when they break. Collections Management adds eight agents that rank the queue by the cash a contact moves this week, read customers' AP portals and replies, draft dunning in the customer's terms and check every promise — the collector sends, and the AR and credit managers sign.
The queue planner multiplies the amount overdue by the likelihood it is paid this week if the account is contacted today, reading five things: the status in the customer's AP portal, their payment history, promises kept or broken, open disputes, and whether the contact answers. So an approved $182,400 can outrank a $318,200 balance held up by a dispute. Every rank has a plain-words reason with citations, and the collector can ask why.
Yes, with read-only sign-ins kept in the vault. The portal checker reads invoice status, holds, payment-run dates and cut-offs, and never submits, changes or resets anything. If a sign-in fails, the administrator is told at once.
A reply or call becomes a logged promise in one click. The promise tracker checks it three ways — the customer's portal, their remittance and our bank — before and on the due date, flags it at risk with the cause, and the outreach writer drafts the fix. A second broken promise over $25,000 goes to the AR manager as a hold proposal.
No. The agents draft, check and propose; they never send, hold, write off, change an amount or a limit, or place an account with an agency. The collector sends every message, and holds, plans, limits and agency placements are signed by the named person with a reason.
Yes. The outreach writer drafts in the customer's language with the order numbers they quote — a German reminder for a German customer, with the English shown to the collector — and the message rules send letters to customers who asked for letters only.
Yes. Dunning plans are set per segment — Strategic, Key, Standard and Long tail — with message rules such as no reminder on a disputed invoice. Hold, plan, write-off and agency thresholds, how long sales is told before a hold, and what each agent may do on its own are settings, and plan changes are approved by the AR manager.
The Agentic Solution Engine builds and deploys it from your requirements and documents — your credit policy, dunning letters and a sample of open items and replies — and it goes live once every quality gate has passed. In the working solution, setup is seven guided steps ending in a test run on 20 accounts where nothing is sent.
Every payment posted the day it lands, with each short pay sent to deductions on proof.
1-min demoDeduction ManagementEvery short-pay weighed on its proof: invalid dollars disputed, valid ones cleared fast.
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1-min demoWe'll run Collections Management on a sample of your own open items, replies and customer portals.