Yearly running cost Assuming 12,000 cases a year
By hand $30K / year 1,000 hours of work
Subscription $2.8K+ / year
This workflow $158 / year Machine usage only; setup, hosting and review are extra. What should it do with overdue invoices? Check what is outstanding and prepare the next follow-up. Choose drafts only or a connection to your accounting system and mailbox.
One case includes up to 10 open invoices and 10 recent messages.
Prepare follow-up drafts Invoice facts, blockers and a message to review $720 – 2,280 setup Connect my ledger and mailbox Current payment checks and approved email follow-ups $1,512 – 4,560 setup
Which accounting system should it read?Xero QuickBooks Online Other You approve every message. No discounts, payment plans, bank-detail changes or legal collection action.
What is included Read an authorised customer snapshot, identify missing information or promises, and prepare an evidence-linked follow-up without sending it.
You supply authorised open-invoice data, recent replies, approved wording and escalation rules. The connected scope checks current payment status before any approved send.
How accurate should the follow-up be? Choose targets for correct invoice facts, appropriate follow-ups and claims supported by real customer history.
Standard Evidence-backed drafts and required holds. Correct invoice facts: ≥99% Correct next actions: ≥95% Included Strict Additional checks for disputed, partial and recently paid invoices. Correct invoice facts: ≥99.5% Correct next actions: ≥98% Setup +$288 – 840 My own targets Agree your own acceptance requirements with the provider. Quote separately
How these standards are measured Use accountant-labelled cases held out by customer and date. Check outstanding amounts, recipients, promised dates, disputes and evidence separately. Wrong-customer disclosures or sending without approval fail the release check.
Targets for your selected standard What is checked Target Correct invoice factsCustomer, invoice, currency, outstanding amount and due date must all match the same current source record. ≥99% Correct next actionsActions are checked against labelled cases, including dispute holds, contact changes and promised payment dates. ≥95% Supported draft claimsEach payment or commitment claim needs a linked invoice record or message; invented or stale claims fail. ≥98% Required holds caughtDetected dispute, paid-invoice, identity and permission holds divided by all labelled hold cases. ≥98%
Your credit controller reviews every case during the pilot. No guaranteed collection or payment date. Approvals must be enforced in code, not left to a prompt.
How soon do you need a follow-up draft? Choose how quickly a customer case should be ready to review, not how quickly the customer will pay.
Within 60 seconds Included Within 30 seconds Setup +$144 – 480 Within 15 seconds Setup +$288 – 840
Timing details Time from accepting the case snapshot to a stored recommendation and draft, including retrieval, queueing and retries. Reply monitoring and human approval are separate delays.
The target applies to at least 95% of agreed test runs, with 2 in progress at a time.
How much do you want to spend per case? Choose the AI budget for checking invoice history and drafting a follow-up. More checking can require more model calls.
Up to $0.08 Included Up to $0.05 Setup +$72 – 360 Up to $0.03 Setup +$216 – 600
Cost details Includes model calls, retries and shared hosting allocation per case snapshot. Human review, email and accounting subscriptions are separate. Replies and changed payment status may trigger another run.
Reference machine cost: $0.03 – 0.07 per case at 1000 cases a month. The selected cap is a target to test, not a replacement for this estimate.
Where do you want it to run? Choose where invoice history and customer messages are processed, and whether selected text can go to an approved AI model.
Run it onYour cloud Local environment AI model accessApproved model API No external calls
Data and access details Runs in a cloud account you control, with access controls and logs.
Only approved source fields go to the selected external model. Agree access and retention first.
Use least-privilege access and customer-level isolation. No external calls works with local snapshots, not external accounting and mailbox connections. Never put customer payment details into a public job post.
How do you want to use it? Use a review page, your own AI agent or a dedicated receivables agent. Sending approval is separate from the interface choice.
A review web page Review overdue cases, edit draft reminders and approve the next action. Included My existing AI agent Ask your agent to prepare a follow-up case and retrieve its evidence. Setup +$72 – 240 A dedicated agent Use a dedicated receivables agent to explain overdue cases and proposed next steps. Setup +$144 – 480