Collections Agent
Overdue invoices and long-waiting RA bills grouped by client, aged from the due date, with a reminder email drafted for each client. Nothing is ever sent.
Your chase list for the week. It ages every open invoice from its due date, adds the RA bills the client's QS is sitting on, and writes one reminder per client in a tone that matches how late they are.
📷 Screenshot spot — a Collections Agent result: Receivables by age, the By client table with Stage, and one reminder draft expanded under "Reminder drafts (not sent)"
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What it reads
Across every project you can open except prospects (up to 40):
- Tax invoices that are issued or partly paid, with what is outstanding, the invoice date and the due date.
- RA bills submitted or under certification for more than 14 days, with the amount claimed.
- Client names and email addresses, if you can read the client list.
What you get
- Key figures: Overdue, Outstanding (all open invoices), Overdue invoices, Clients overdue, Over 90 days, Bills awaiting certification, Claimed, not certified, Reminder drafts.
- Receivables by age (from the due date) — Not yet due, 1–30 days, 31–60 days, 61–90 days, Over 90 days. These are the same buckets as the project's receivables, so the two never disagree.
- By client — Client, Stage, Overdue, Outstanding, Oldest (days), Bills awaiting certification, Claimed, uncertified.
- Overdue invoices — Client, Invoice, Project, Due, Days overdue, Age, Stage, Outstanding.
- RA bills awaiting certification for more than 14 days.
- Reminder drafts (not sent) — one per client, with the client's email or "no email on file".
The escalation ladder
Each invoice's stage comes from its days overdue, and a client's email takes the highest stage among their invoices.
| Days past due | Stage | Tone of the draft | Severity |
|---|---|---|---|
| 1–14 | Gentle reminder | Polite and warm; assumes it was overlooked | Low |
| 15–30 | Firm reminder | Clear and firm; asks for a payment date | Medium |
| 31–60 | Urgent reminder | Asks for payment now | High |
| 61 or more | Final notice | Formal; says continued non-payment may affect the work schedule, while keeping the door open | Critical |
An RA bill waiting more than 14 days for certification is chased in the same email, as a request to certify rather than to pay — high if the oldest has waited more than 30 days, otherwise medium. Ageing runs from the due date, or the invoice date when no due date was set.
Run it
- In the sidebar, open Workspaces › Finance and click Collections Agent under AI agents (or AI › AI Agents).
- Click Run agent. It needs no input.
- Work down By client, most urgent first.
- Open each draft under Reminder drafts (not sent), copy it into your own email, check it, and send it yourself.
Up to 12 reminders are drafted per run. If more clients need one, the result says so; run it again after sending these.
Run it every day
It can run itself every morning at 09:00, Sundays excluded — off until your Company Admin switches it on in its Schedule & delivery panel. Each Accountant and Company Admin then gets their own run, as the latest result on this page. Nothing is emailed to them either. The admin can also set Tone, Uncertified days, Max emails and Upcoming days before (a heads-up stage before the due date) there.
Safeguards
The agent never emails a client, and there is no switch to make it. Every reminder is text for a person to read, change and send.
- A draft that quotes a rupee amount the agent did not supply is replaced with a plain template letter. An invented outstanding in a letter to a client is worse than a plain letter.
- Anyone but a Company Admin sees only the clients of projects they are on, and the result says so.
- It creates nothing in Zaptiz.
Tips
- Set a due date on every invoice. Without one, ageing runs from the invoice date and a 60-day-terms invoice looks late on day one.
- Keep client email addresses on the client record so each draft shows who it goes to.
- Chase uncertified bills as hard as unpaid invoices — an uncertified bill cannot even be invoiced.
Related
- Tax invoices — due dates and what is outstanding.
- Payments — record receipts so ageing stays true.
- RA bills — bills waiting for certification.
- Cash-flow Forecast — what late payments do to the next 90 days.