The relentlessly polite invoice agent
An AI that chases every overdue invoice by email, SMS and phone, escalating only when you tell it to.
The problem
Your accounts team sends a reminder, then waits. If the customer doesn't pay, someone must remember to send a second email, then a phone call, then a formal letter, all while keeping the relationship warm. The process crumbles during busy weeks, and smaller invoices are often written off.
What AI makes possible now
The system reads your accounting software's aging report each morning. It drafts a personalised email for every overdue invoice, varying the wording and urgency based on days late and customer history. If the email goes ignored, it sends a follow-up SMS, then a phone call that sounds like a real person checking in. The moment a payment grows legally serious, the agent stops and drafts a final notice for you to review and send only if you approve.
How it works
- Each morning, the system pulls the list of invoices past due from your accounting platform.
- For every overdue invoice, it composes a uniquely worded email that matches the customer's language and payment history, then sends it automatically.
- If no payment is recorded after two days, it sends a polite SMS reminder and, if still unpaid, places a natural-sounding phone call to discuss the outstanding amount.
- Before any formal demand or legal threat, the system drafts a message and holds it for a human to review, edit, and approve.
The first thirty days
In the first 30 days, the system connects to one accounting platform, reads the aging report, and sends personalised email reminders for invoices up to 30 days overdue. It logs every action back to the customer notes. No SMS or phone calls yet.
How it earns
The agent reduces days sales outstanding by catching overdue invoices early, before they turn into bad debts. For a business sending hundreds of reminders a month, it recovers cash that would otherwise be written off, effectively funding itself many times over.
Why now
Businesses are tightening cash flow, yet chasing unpaid invoices feels personal and tedious. AI-written language is now good enough to sound genuinely human, so the reminders don't feel robotic.
First customers
Small to mid-sized service businesses that invoice monthly and have at least 50 overdue invoices at any time. Think marketing agencies, IT consultancies, or trade suppliers.
The hard part
The main risk is that the agent could irritate a valuable customer if the escalation rules aren't tuned carefully. The human sign-off on formal notices is critical, and you must be willing to review those drafts.
Build this with us
Nexibeo connects your accounting software, builds the message generation engine, and wires in the escalation rules. You get a named consultant, ongoing monitoring, and a system that slots into your existing workflow. If you'd like a prototype running on your own aging report, apply to start a conversation.