Every payment matched, every reminder sent.
Reconciles incoming payments with invoices, automates reminders, and flags failed or unmatched transactions for finance teams. Your accounts team opens a short list of exceptions instead of working through every payment that arrived overnight.
- Reads
- Open invoices, connected payment feeds, your terms
- Works in
- Collections Agent ( Customer Facing)
- Runs on
- Invoice & Payments and Accounting Software
- Cadence
- Matches as payments land, reminds on your schedule
what it is for
Getting paid is a chasing job.
Invoices go out on time and then the real work starts. Someone opens the payments that came in, reads a run of references that do not quite line up with the invoice numbers, and ticks off the ones they can be sure of. Then the same person writes the polite reminder, the firmer one and the call list. It is careful work, it is slow, and the week it slips is the week cash stops arriving.
AI Finance Assistant takes the repetitive half. It pairs incoming payments with open invoices by reference, marks the invoice settled and updates your accounting package, and sends reminders on the schedule you set, in your wording. It does not decide what a payment was for when the reference is unclear. Short payments, failed payments, disputes and cheques go to your accounts team with the invoice and the payment attached.
Payments this morning
Payments land on the invoice
Each matched payment is written against the invoice it settles and pushed to your accounting package, so the ledger and the job record agree.
Reminders go out on time
Before the due date and after it, on the schedule you set and in your wording, whether or not anyone had time to look that morning.
Nothing closes quietly
It never adjusts, credits or writes off an invoice. Anything short, failed, disputed or paid by cheque goes to your accounts team untouched.
read and match
It pairs a payment with the invoice it settles.
Matching is the part that eats a morning. The agent reads each incoming payment against your open invoices (reference, amount, customer and date) and only calls it a match when your own rules say it is one.
Card and online payments through Stripe or PayPal, and the settled transactions your accounting package already holds. Money that arrives by a route you have not connected is simply not seen, rather than assumed and allocated.
Reference first, then amount, customer and date inside the tolerances you set. A payment that only half fits is left unmatched and listed, because a wrong match is harder to undo than an unmatched one.
Where a customer pays some of an invoice, that amount is recorded against it and the balance stays open. It does not round the difference away, and it does not close the invoice early to tidy the list.
Settled payments are updated in Xero, QuickBooks or Zoho with the same reference on both sides, so your bookkeeper is checking one set of figures rather than lining up two lists by hand.
Matched to invoice
chase on schedule
The follow-up goes out whether or not anyone remembered.
Nobody enjoys the chase, so it slides to the end of the week and then off it. The agent sends the reminders you have written, at the points you have chosen, and stops the moment a payment lands.
A note before the due date, a follow-up after it, then the steps you have set out. The templates are yours, so the agent does not invent a new tone of voice for an account that has gone late.
A reminder queued for Friday is dropped when Thursday’s payment matches. Where only part of an invoice is paid, the balance still open is what the next reminder refers to, not the original amount.
When an account passes the point you have set, or the customer replies disputing the amount, the chase stops there and the account goes to your credit controller with the full history attached.
Every reminder sent, every reply received and every payment matched is written to the customer and the invoice, so the next person to pick the account up can read it in order.
Reminder queue
where it stops
It moves information, never money.
The agent has no authority over your money. It cannot release a payment, raise a credit, change an amount or write a balance off. Those are not actions switched off by default. They are not actions it has.
The agent cannot adjust an invoice, issue a credit note or refund a payment. Where a customer is owed something, the account goes to your accounts team and a person decides what happens to it.
A payment with no clear reference is held in a list with the invoices it considered and the reason none of them passed your rules. Nobody has to hunt for it, and nothing is allocated on a guess.
Payments that never touch a connected feed are not invented. Your accounts team records them the way it always has, and the agent picks the invoice up from there once it shows as settled.
The agent does the matching and the chasing. Closing a period, approving the figures and answering to your accountant stay with the people who do that work now.
Approved actions
how it works
Four steps, then it hands on.
The same four run on every payment. Nothing is matched, sent or written outside the rules your finance team set.
-
matches
Matches incoming bank deposits and gateway payments against outstanding customer invoices and reference numbers.
-
reminds
Sends scheduled, polite payment reminders prior to due dates, followed by escalating notices on overdue balances.
-
reconciles
Synchronizes settled transactions directly with your accounting package (Xero, QuickBooks, Zoho) to keep ledgers balanced.
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flags
Routes unmatched transactions, failed direct debits, and short payments directly to finance staff with transaction metadata.
where the line sits
What it handles, and what it hands over.
Every payment that arrives sits on one side of this line or the other, and the bottom half never moves without a person.
| Payment | What the agent does | Who finishes it |
|---|---|---|
| Paid in full, reference clear | Matches it to the invoice, marks it settled and updates your accounting package. | Marked settled |
| Part payment | Records the amount against the invoice and leaves the balance open for the next reminder. | Accounts, if queried |
| Nothing received yet | Sends the reminder you have written, at the point in your schedule where it is due. | Credit controller later |
| Short or failed payment | Stops the chase, holds the payment and passes it on with the invoice attached. | Accounts team |
| Disputed or queried | Pauses every reminder on that account immediately. It does not argue the point. | Credit controller |
| Anything it cannot place | Lists it unmatched with the invoices it considered, rather than allocating it on a guess. | Accounts team |
you set
Before it runs its first job, three things come from you.
- Connected accounting platform (Xero, QuickBooks, or Zoho Books) and payment gateways.
- Payment term rules, reminder schedules, and email/SMS templates.
- Threshold guidelines for automated transaction matching.
None of it is a data migration. It reads the Collections Agent ( Customer Facing) records you already keep.
stays with your team
Matches confirmed electronic receipts with verified references. Unreferenced deposits, disputed amounts, and cheques are passed directly to your accounts team for human adjudication.
What reaches your accounts team is the payment, the invoices it was tested against and the reason none of them matched, so the decision takes minutes.
rollout
Start it on matching only.
Most teams do not switch every action on at once, and nothing here requires it. The usual order:
Watch first
Connect the feeds with every message switched off. It matches and lists, sends nothing, and you read a fortnight of its matching before a customer ever hears from it.
Then the polite reminder
Turn on the note that goes out before the due date. Every firmer follow-up still leaves your office from a person on your team.
Then the rest of the schedule
Release the overdue steps one at a time, with the escalation point set where your credit controller wants it. Any step can be switched back off in one click.
works with
What it runs on, and what it hands to.
read next
What sits behind a slow invoice.
before you switch it on
What teams ask about AI finance assistant.
Only inside the rules you set. Anything outside them - listed under "you set" above - goes to a named person on your team, with the record attached. There is no state where it silently makes a judgement call you have not already approved.
Days, not months. It reads from the records you already keep in Collections Agent ( Customer Facing), so there is no separate data migration or new system for your team to learn before it can start.
Yes, instantly, and every action it took stays on the record so you can see exactly what it did and reverse it. Turning it off does not remove or hide anything it has already written.
No. It takes the routine, repeatable part of the job off their desk so they spend their time on the exceptions and judgement calls that actually need a person - the work listed under "stays with your team" above.
AI finance assistant runs on your Collections Agent ( Customer Facing) records, alongside Invoice & Payments and Accounting Software, so nothing needs re-keying between systems.
The match is written to the record with the reference and amount it used, so it is visible rather than silent. A person unmatches it in the same place, the invoice reopens, and the reminder schedule picks up where it left off. Nothing about the correction has to be done in your accounting package by hand.
No. As soon as a dispute is logged on the account, or a reply arrives that the agent reads as one, every queued reminder on that account stops and the account goes to your credit controller. Reminders only start again when a person clears the dispute. The agent never argues the point itself.
Some will and some will not, and the agent is explicit about which. It matches on the rules you give it, including amount and customer where the reference is unusable, and lists everything else with the invoices it considered. The unmatched list is usually where a finance team sees the real state of its references for the first time.
See it on your own invoices.
Book a demo
We will run it against a sample of your own invoices, your payment references and your reminder schedule.
Book a demoSee the other nine
AI finance assistant is one of ten agents on one job record, from first enquiry to paid invoice.
All AI agentsSee the platform
The field service system underneath: scheduling, work orders, assets, invoicing and the field app.
AI Field Service Management