How it works
Overdue to paid. Step by step.
Five workflows that cover almost every invoice you’ll ever chase. Click any step.
The happy path. Most invoices end here. Sample scenario
Step 1 of 6Invoice synced. INV-1043 for $4,820 syncs from QuickBooks Online. The agent reads terms, contacts and history.
Step 2 of 6Courtesy note. A friendly heads-up before the due date, invoice PDF attached, sent from your AR inbox.
Step 3 of 6Nudge + pay link. Warm follow-up at the customer’s usual reply time, with a link to your payment portal.
Step 4 of 6Pays in portal. Maya pays by ACH in your portal. The money goes straight to your processor, never through us.
Step 5 of 6Matched. Payment matched to INV-1043 and the note written back to QuickBooks.
Step 6 of 6Culled. Sequence stops on its own. No awkward second email.
When a customer pushes back on a line item. Sample scenario
Step 1 of 6Disputes a line. “The tech never replaced the filters on unit 3.”
Step 2 of 6Stops + classifies. Classified as Dispute, $860. Every reminder stops immediately. Disputes always go to a person.
Step 3 of 6Routed by reason. Reason code “work incomplete” routes to Jen in Ops with the work order attached.
Step 4 of 6Agrees a fix. The Desk confirms with Maya: $860 credit now, re-bill after the revisit. Jen approves.
Step 5 of 6Credit memo synced. CM-221 for $860 recorded against INV-1043 in QuickBooks.
Step 6 of 6Pays the rest. $3,960 paid by ACH. Dispute closed in a day. Customer kept.
Promises slip. Here’s the ladder. Sample scenario
Step 1 of 6Promise logged. “Paying Friday.” $8,150 promise logged, reminders paused.
Step 2 of 6No payment. Friday passes, nothing lands in QuickBooks by Monday morning.
Step 3 of 6Check-in + escalate. Polite check-in to AP, controller copied as contact #2. Escalations need your approval.
Step 4 of 6Calls AP. No reply in 3 business days. A Desk specialist calls the AP line and learns cash is tight until January.
Step 5 of 6Approve plan. Desk proposes 3 × $2,716.67. You approve with one click.
Step 6 of 6Plan in portal. Installments scheduled in the portal. Each one is tracked and matched.
Cash application without the spreadsheet. Sample scenario
Step 1 of 6Payment arrives. ACH, check, card or portal payment lands with your processor or bank.
Step 2 of 6Reads remittance. Memo “inv 1031 + 1034”, remittance emails and amounts are parsed.
Step 3 of 6Matches invoices. Split across two invoices, exact match. Partial or unclear payments go to review.
Step 4 of 6Reviews exceptions. One queue for the few payments that need a human: two candidates, short pay, overpay.
Step 5 of 6Writes back. Payment notes, promise dates and dispute status go to the invoice memo. Never journal entries.
Step 6 of 6Thank-you sent. Follow-ups stop and the customer gets a short thank-you, if you want one.
The oldest balances, handled by people. Sample scenario
Step 1 of 6Flags the 90+. The AR X-Ray surfaces every invoice over 90 days and why it’s stuck.
Step 2 of 6Reviews the file. Contacts, work orders, POs and every past email, in one case file.
Step 3 of 6Calls + resends. Calls the AP line, finds the new contact, resends with the right PO or portal upload.
Step 4 of 6Fixes root cause. Wrong contact, missing W-9, supplier portal. Logged so it doesn’t happen again.
Step 5 of 6Pays or plans. Payment in full or a payment plan you approve.
Step 6 of 6Back to you at 120. Anything still open past 120 days or in legal dispute comes back to you to decide.
One invoice, start to paid
Inside the thread. Every screen.
Riverside Mechanical
1200 Lake St, Columbus, OH · sample company
Invoice
INV-1043
| Description | Amount |
|---|---|
| Quarterly HVAC maintenance, 4 rooftop units | $3,960.00 |
| Filter replacement, units 1–4 | $860.00 |
| Total due | $4,820.00 |
Synced from QuickBooks Online. The agent picks up new invoices automatically. Nothing to export, nothing to re-key.
INV-1043 ($4,820.00): quick check-in
Sam at Riverside Mechanical <ar@riversidemech.com>
to Maya Ortiz <ap@pinecrestfm.com> · Fri, Nov 6, 9:02 AM
Hi Maya,
Hope your week’s going well. A quick note that INV-1043 for the October maintenance visit ($4,820.00) came due on Tuesday. I’ve attached a copy, and you can pay by ACH or card here:
Pay invoice · $4,820.00
If it’s already scheduled, just let me know the date and I’ll make a note. Thanks!
Sam
Accounts Receivable, Riverside Mechanical
Drafted by the agent from your approved template. Tone: warm. Sent from your mailbox, so Maya sees your name, not ours.
Re: INV-1043 ($4,820.00): quick check-in
Maya Ortiz <ap@pinecrestfm.com>
to ar@riversidemech.com · Mon, Nov 9, 11:47 AM
Hi Sam, thanks for the nudge! It’s in our Friday check run, so you’ll have it by end of day this Friday, the 13th.
Maya
Hi Sam, we can’t pay this one in full yet. The tech never replaced the filters on unit 3, so we’re disputing the $860 filter line. Happy to pay the maintenance part.
Maya
Classified: Promise to pay. Date and amount pulled from the reply. Confidence: high.
Classified: Dispute, $860.00. The sequence stops at once. Disputes always go to a person.
- Invoice
- INV-1043 · Pinecrest Facilities
- Amount
- $4,820.00
- Promised for
- Fri, Nov 13 · check run
- Source
- Reply from Maya Ortiz
- Follow-ups paused until Nov 14
- If unpaid: polite check-in, Mon, Nov 16, 9:00 AM
- Still unpaid after 3 business days: the Desk calls AP
- Disputed
- $860.00 · filter line
- Undisputed
- $3,960.00
Internal note · Priya S.
Checked work order WO-5512: unit 3 filter deferred, part back-ordered. Proposed a credit memo for $860 now and re-billing after the visit. Approved by Jen (Ops, Riverside).
Reply to Maya drafted by Priya and sent from ar@riversidemech.com.
No more reminders while a promise is open. Customers who keep their word never hear from us twice.
A trained person, in your name. The Desk works your playbook, 8am to 5pm US Eastern, Monday to Friday, and loops you in on any decision about money.
- Credit memoCM-221 applied to INV-1043−$860.00Recorded
- PaymentACH from Pinecrest Facilities$4,820.00Matched
- InvoiceINV-1043 balance$0.00Paid
- SequenceFollow-ups for INV-1043StoppedCulled
Paid 25 days after issue, 10 after the due date. Pinecrest heard from you twice, both times politely.
Dispute closed in one day. Maya’s reply: “Thanks for sorting that so quickly.”
We never touch the money. Pinecrest paid you directly. Your books recorded it, and the agent stopped on its own.
Life of an overdue invoice
Same invoice. Two very different months.
WithoutManual follow-up
With CullektorAgent + Desk
AI decision tree
Every reply. The right next step.
The agent classifies intent, pulls out dates and amounts, then follows your playbook. Try the live demo →
Read & classifyintent · dates · amounts · invoice refs · confidence
- Promise to pay
Log date & amount, pause reminders, check in if it slips
- Dispute
Stop everything, route by reason code to a person
- Missing PO / docs
Find the PO or W-9, resend, or hand to the Desk
- Paid already
Check ledger & remittance, confirm or ask for a reference
- Wrong contact
Find the new AP contact, update the customer record
- Out of office
Reschedule for their return date, try contact #2 if urgent
Low confidence or sensitive words? It never guesses. The reply goes to a person to decide.
Architecture
In the middle. Never in the money.
Cullektor connects the tools you already use. Customers pay you directly; we only read the result.
AR inbox
Gmail / Microsoft 365Sends as you. Replies come back here.Ledger
QuickBooks OnlineNative. Xero, NetSuite, Sage Intacct, FreshBooks, Zoho Books planned.
CullektorAI agent · playbook · guardrailsYour customers
AP teamsEmails, portal, calls from the DeskYour team
Approvals & alertsWeb app, Slack, TeamsHuman Desk
Trained AR specialistsCalls, disputes, 90+Payments
Your own processorMoney never touches CullektorReporting
Where the overdue went. Every dollar.
The aging waterfall shows what follow-ups collected, what promises delivered, what the Desk resolved and what’s still open, and why.
Early access
Cull the overdue. Keep the customer.
Get a free AR X-Ray of your receivables, book a 20-minute demo, or join the trial list. Now onboarding founding customers for January 2027 go-lives.
- AR X-RayAging, DSO, slowest payers, what’s collectable in 30 days.
- DemoOn sample data, or on your own X-Ray.
- Emailhello@cullektor.com