01 AI collections agent

Every invoice worked. Every reply read.

Not a reminder scheduler. An agent that runs your playbook, reads what customers write back, and acts.

Sequences

Multi-step, per customer.

Courtesy notes, nudges, statements and escalations, each with its own tone, channel and owner. Smart send-time picks the hour each customer actually replies.

Personalised sequences by terms, size and history
Smart send-time, quiet hours
Multi-contact escalation: AP clerk → controller
SMS and AI voice reminders Coming 2027

AR inbox

Reads and sorts every reply.

Promise to pay, dispute, missing PO, wrong contact, paid already, out of office. Dates and amounts extracted, next step taken, all in seconds.

Classification with a confidence score
Auto-drafted responses
Approval mode until you trust it

Customer profiles

Knows who pays how.

A payment-behaviour score for every customer, built from days-to-pay, promises kept and replies. The agent adapts tone and timing to match.

Payment-behaviour score
Contact roles and escalation order
Full activity timeline

Tone

Your voice, at the tone you pick.

Warm for the customer who forgot. Firm, and still polite, for the one who went quiet. Drag the slider.

Templates you approve
Sent from your Gmail or Microsoft 365
VIP accounts stay warm

Playbook · Sequences

Standard B2B, Net 30

StepsRulesPreviewPublish

−3Courtesy heads-upEmail · warm · invoice PDF attachedAgent
+3Friendly nudge + pay linkEmail · warm · payment portal linkAgent
+10Statement of accountEmail · neutral · all open invoicesAgent
+14Escalate to controllerEmail to contact #2 · needs your approvalYou
+17SMS reminderText to a business AP line, opt-inComing 2027
+21Call to AP lineHuman Desk · notes loggedDesk

AR inboxAll 9Needs you 1

JTJen T. · Bexley DentalNext check run is the 15th, we’ll include…Promise

DKDana K. · NorthgatePlease resend with the PO number.Missing PO

MOMaya O. · PinecrestWe can pay $3,000 of it now…Partial

LRLuis R. · Westbrook ITWe paid this on the 3rd, ref 88213.Paid already

ARAuto-reply · Orchard LaneMs. Patel no longer works here…Wrong contact

CSChris S. · Hale CountyOut of office until Monday, Nov 16.OOO

RBRae B. · Summit RidgeThe tech never finished the job.Dispute

Re: INV-1036 ($2,150.00) is now past due

JT

Jen Torres <ap@bexleydental.com>

to ar@riversidemech.com · 10:14 AM

Hi Sam, sorry for the delay. Our next check run is the 15th and we’ll include INV-1036 in full. Thanks for your patience!

AIPromise to pay96% confident

Amount$2,150.00DateSun, Nov 15 → Mon 16ActionPause follow-ups

Drafted reply · warm

Thanks Jen, that works. I’ve noted payment for the 15th and paused our reminders. Have a great week!

Approve & sendEditApproval mode on

CS

Calder Schools District

Customer since 2021 · Net 30 · QuickBooks ID 1188

72Pays late, reliablyPayment-behaviour score

Open balance$14,300

Avg. days late9.2

Promises kept11 of 12

RiskLow

Days to pay, last 12 invoices

terms 30

DecMarJunSepNov

Contacts · escalation order

1AP teamap@calderschools.orgResponds
2Dana Whitfield, Controllerafter +14 days, with approval
3Business line · Desk callafter +21 days

TodayPromise
Reply: “Paying Friday.” $8,150.00 logged for Fri, Nov 13.
Nov 6Sent
Follow-up #1, warm tone, 9:40 AM local (smart send time).
Oct 22Paid
INV-0998 $6,150.00 paid by ACH, 7 days late. Matched.

WarmNeutralFirm

To: ap@pinecrestfm.com · INV-1043Sample

Hi Maya, hope your week’s going well. A quick note that INV-1043 ($4,820.00) came due on Tuesday. Here’s the pay link if it helps. If it’s already scheduled, just let me know the date!

Best for: good customers who forgot

Try it

Click a reply. Watch it decide.

Six real-world replies, and what the agent does with each. Anything it isn’t sure about goes to a person.

Click a sample reply Sample

Classification

Promise to pay96% confident

Extracted: Date: the 15th · Amount: full balance
Next action: Pause reminders, log promise, check in the day after if unpaid.
Who: Agent, no approval needed

02 Get paid

One link. Every way to pay.

A branded portal for each customer: pay by ACH or card, grab invoice copies and a W-9, or ask for a plan. Money goes straight to your processor.

Branded payment linksIn every email and statement.
Customer portalAll open invoices, ACH or card.
Self-serve documentsInvoice copies, W-9, statements, COI.
Payment plansCustomer requests, you approve, we track.
Late-fee remindersMention fees or interest per your terms.
Your processorQuickBooks Payments, Stripe and others.

RM

Riverside MechanicalStatement for Pinecrest Facilities

Secure payment

INV-1043Due Nov 3 · 10 days overdue$4,820.00
INV-1061Due Nov 20$1,180.00
INV-1066Due Dec 2$2,640.00

Invoice copies (PDF)W-9StatementCertificate of insurance

Selected · 2 invoices

$6,000.00

ACH bankCard

Pay $6,000.00 Need more time? Request a payment plan

Paid directly to Riverside Mechanical’s own processor

03 Cash application & sync

Payments in. Books right.

Payments matched to invoices from amounts, memos and remittance emails. Notes and promises written back to your ledger.

Auto-matchingACH, check, card and portal payments.
Remittance parsingMemos and remittance emails read.
Exception queueShort pays and unclear payments.
Write-backNotes, promise dates, dispute status.
Credit memosSynced both ways with approval.
Never journal entriesWe don’t touch your bank or GL.

Cash application

Today: 6 payments, 5 auto-matched

Write back to QuickBooks

ACH · Pinecrest FacilitiesRef 4471-PF$4,820.00INV-1043Exact
Check · Westbrook ITMemo “inv 1031 + 1034”$5,410.00INV-1031 · INV-1034Remittance
Card · Bexley DentalPortal payment$2,150.00INV-1036Portal
ACH · HCF HoldingsNo remittance$3,000.00Hale County? 2 candidatesReview

Writes back: payment notes, promise dates and dispute status on the invoice memo. Never journal entries.

04 Disputes & deductions

Disputes, owned. Not lost in email.

Every dispute becomes a case with a reason code, an owner and a deadline. The agent stops instantly; the right person takes it from there.

Dispute workflowOpen, evidence, resolve, close.
Reason codesPricing, quantity, work incomplete…
Smart routingTo sales, ops or the Desk by rule.
Document requestsMissing POs, proof of delivery.
Deduction trackingShort pays logged and chased.
Approved resolutionsCredit, re-bill or write-off.

Disputes · DSP-118

Summit Ridge Builders · INV-1038

Open · follow-ups stopped

Disputed: $6,940.00
Reason code: Work incomplete
Owner: Jen · Operations

Evidence

Work order WO-5490 attached
Signed service ticket requested from tech
Photos from site visit, due Thu

Resolve with

Credit memoPartial, $1,200Re-billAfter revisitWrite-offNeeds approval

Nov 9
Reply classified: Dispute. “The tech never finished the job.” Sequence stopped.
Nov 9
Routed to Jen (Ops) by rule: reason code → owner.
Nov 10
Desk called Rae B. Agreed: revisit Thu, $1,200 credit for delay.
Now
Waiting on photos. SLA 1 day left.

05 Risk & insight

See cash coming. Before it’s late.

Forecasts from real promises and real payment patterns, not hope. A digest every Monday.

Payment-behaviour scoresPer customer, updated daily.
At-risk alertsWhen a payer drifts from pattern.
DSO, CEI, agingTrends, not just snapshots.
Weekly CFO digestIn, promised, stuck and why.

06 Human Desk

Hard calls. Made by people.

Trained AR specialists in India, working US Eastern hours, take the calls, disputes and 90+ accounts. In your name, on your playbook.

Calls to AP linesLogged with notes on the invoice.
Dispute handlingFacts gathered, you decide money.
90+ recoveryThe oldest balances, worked by hand.
Portals & paperworkCoupa, Ariba, W-9s, COIs.

Meet the Desk →

07 Control & security

You set the rules. It never breaks them.

Guardrails, roles and a full audit trail. Every message, approval and call, on the record.

Guardrails

Approval aboveA person signs off before any message on larger invoices$10,000
Never contactHarlan Freight, Keystone GC2 customers
VIP accountsWarm tone only, no late-fee mention, owner cc’d6 customers
Quiet hoursNo sends outside 8 AM–6 PM customer time, or weekendsOn
Max touchesAcross email and Desk calls2 / week
Stop wordslawyer, attorney, bankruptcy, dispute → stop + route to a person4 rules

Time	Actor	Event	Object
10:15:02	Agent	Classified reply as Promise to pay (96%)	INV-1036
10:16:40	Jen K.	Approved drafted reply	INV-1036
10:16:41	Agent	Sent from ar@riversidemech.com	msg 7f2c
10:32:18	Priya S.	Logged call: AP confirmed PO 7731-B	INV-1029
11:02:55	Owner	Changed approval threshold $5,000 → $10,000	settings
11:40:09	Sync	Payment recorded in QuickBooks, sequence stopped	INV-1043

Roles & permissionsOwner, finance, approver, Desk, read-only.
GuardrailsNever-contact, thresholds, VIPs, quiet hours.
Audit trailEvery action, who and when.
Slack & Teams alertsPromises, disputes, approvals.
SSO / SAMLComing 2027
API & webhooksComing 2027
HubSpot & Salesforce syncComing 2027
Data exportCSV of everything, any time.

08 For bookkeepers & CFO firms

Every client. One console.

Run collections across every client file, in each client’s name, whatever ledger they use. Partner program →

Firm · Lakeshore CPA

All clients

OverdueDSOExceptionsAdd client

Clients live

125 free for 60 days

Overdue, all clients

$412,940173 invoices

Exceptions open

94 with your team

Collected, 30 days

$188,30031 invoices culled

Clients

sorted by overdue

Client	Ledger	Overdue	DSO	Exceptions go to	Sender
Riverside Mechanical	QuickBooks Online	$184,220	46d	Cullektor Desk	ar@riversidemech.com
Keystone Electric	QuickBooks Online	$62,410	52d	Your firm	billing@keystone-elec.com
Brightline MSP	QuickBooks Online	$38,900	39d	Client	ar@brightlinemsp.com
Harbor Clean Co.	QuickBooks Online	$21,760	41d	Your firm	accounts@harborclean.co
Granite Ridge Roofing	Xero · planned	—	—	Waiting on Xero	—

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

All of AR. One agent. One desk.