Receivables Agent

Chasing invoices is the work small-business owners hate most, and the longer one sits, the harder it becomes to ask. The Receivables Agent watches your accounting software, drafts a follow-up the moment an invoice goes overdue, and escalates the tone if the client doesn't respond.

What it does

Every day, the agent pulls unpaid invoices from your accounting software and checks each against its due date. Invoices freshly overdue get a gentle reminder, drafted in your voice. At 30 days, the message reads firmer but still professional. By 60 days, it's direct and frank — never aggressive. You decide whether the early reminders send themselves automatically or wait for your review, and the rule is set per-client — long-time clients can get different handling than one-offs.

What it needs

• —An accounting tool that exposes invoice status (QuickBooks, Xero, FreshBooks, and most others)
• —A connected email account the messages will send from (Gmail or Outlook)
• —5-10 examples of follow-up emails you've sent, so the agent can match your tone
• —An escalation schedule — the default is gentle/firm/frank at 1/30/60 days
• —Clients (if any) that should always require manual review before sending

What the output looks like

You get a daily summary email at the start of the day: invoices followed up overnight (the automated tier), drafts waiting for review (the manual tier), and any invoices that have been paid since the last summary. Each drafted message references the invoice number, amount, original due date, and days overdue. A 30-day reminder might open with "Just a note that invoice #2047 for the May engagement is now 30 days past due — totalling $4,500." The summary lives in your inbox; nothing new to log into.