Accounts Receivable and Collections Automation

The operational problem

Receivables follow-up across recurring invoice volume and multiple customer accounts, each requiring appropriately timed outreach, response tracking, dispute handling, and escalation, with promises recorded rather than remembered.

Why the existing process failed

Manual chasing consumes the cycle and blind email sequences make things worse: they double-contact customers who already responded, ignore disputes, and leave no record of what was promised.

What was built

A controlled receivables engine that reads aging data, segments accounts, distributes outreach across the cycle rather than in one blast, captures responses and payment promises, routes disputes and sensitive accounts to a person, and writes statuses back to the source workflow, reporting failed or unresolved updates rather than assuming them.

What the system automates, calculates, and controls

Aging logic, communication sequencing and rotation, response and promise capture, exception routing, escalation rules, and status synchronization, with an audit trail of every message sent.

Where human judgment remains

Sensitive communications require approval. Disputes, escalations, and anything off-pattern route to a person with full context attached.

How correctness was tested

Dry-run cycles against live aging data compared the engine’s planned actions to what an experienced operator would do, before any customer-facing message was enabled. Send logs reconcile against the source ledger.

What changed

The workflow was designed to distribute follow-up consistently across the cycle and to expose unhandled exceptions, and the record of contact became a system property instead of a memory.

Disclosure

Internal system described at a high level; employer, client identities, and volume metrics are withheld pending authorization.