All case studiesThe droid that runs collections

Invoices that chase themselves.

A droid that works receivables the way a patient, persistent human would: it watches every open invoice, sends the right reminder at the right time over the right channel, logs each promise to pay, and escalates only the genuinely stuck accounts — remembering how each customer tends to pay so the nudges land instead of nag.

Days sooner
invoices paid — reminders go out on time, every time
Every invoice
chased on schedule, politely and persistently
~1 in 8
accounts that needed a human — the rest it collected
Does
Chases invoices, logs payments
Where
Services business, ~12-person team
Reaches people on
Email, SMS, Slack
Works inside
QuickBooks, Stripe
Runs
Daily · on every open invoice
The situation

The work that gets invoices paid is relentless — so it slips.

Overdue invoices piled up because chasing them was awkward, repetitive, and nobody’s actual job. A reminder would go out when someone remembered, which wasn’t often, and the persistence that actually gets invoices paid — a gentle nudge, then a firmer one, then a call — rarely happened consistently.

So cash that was already earned sat in receivables for weeks longer than it needed to. The work wasn’t hard; it was relentless and uncomfortable, which is exactly the kind of thing that quietly slips.

Isometric accounts-receivable scene: a stack of overdue invoices, a reminder envelope, a tray of coins, and a phone reminder
How it works

How the droid took it on.

Rather than chase invoices in guilty bursts, the team handed collections over. Every morning the droid works every open invoice on its schedule, logs the promises, reconciles the payments, and escalates only the genuinely stuck.

TASK#231AR & collectionsstanding
trigger
Every weekday at 9:00am — a full receivables run
also
Any payment received, and customers' replies
scope
Every open invoice
runs as
A contained droid action per invoice or reply
memory
How each customer pays — channel, tone, what works

Set up once, in plain language — “chase every open invoice politely and persistently, log promises and stop nagging, and only pull me in when an account's genuinely stuck.” The droid turned that into a standing job — the collections discipline that quietly protects cash flow.

Every open invoice trips the same loop:

Ongoing handling

How it ran, invoice after invoice.

Here’s a day of receivables as it actually unfolded — down to how it reached for each app. Only one account ever needed the finance lead.

  1. 9:00amrun
    • QuickBooks
    • Stripe

    Opened 23 invoices and cleared 6 overnight payments before chasing anything.

  2. 9:10amreminder · Acme
    • Gmail

    Sent a friendly first nudge with a pay link to a 7-day-overdue invoice.

  3. 11:30ampromise · Acme
    • QuickBooks

    Logged a promise-to-pay for Friday and paused reminders until then.

  4. 2:15pmpaid · Beta Corp
    • Stripe
    • QuickBooks

    Reconciled an incoming payment, closed the invoice, and sent a receipt with thanks.

  5. 3:40pmstuck · Globexescalated
    • QuickBooks
    • Slack

    Escalated an $18k, 60-day-overdue account with three ignored reminders to the finance lead.

  6. 5:00pmAR digest

    The day reconciled — 6 paid ($24k in), 4 promises logged, 1 escalated. Open AR down to $61k.

See it in action

One day, invoice by invoice.

The morning run, customers' replies, and incoming payments land on the left. Watch the droid pick up each one and work it across the ledger and Stripe — pulling in a human only for the account that's truly stuck.

Chasing invoices was the job everyone avoided, so it happened in bursts and money sat in receivables for no reason. Now every invoice gets chased on time, in the right tone, and the only ones that reach me are genuinely stuck. Our days-sales-outstanding dropped without anyone having to nag.
Tom H.Finance & Ops Lead, services business

An illustrative workflow based on real product mechanics. Tool names and behaviour reflect how a droid actually runs on a schedule and calls connected apps; figures are directional.

Try it with your droid

Run this workflow yourself.

Copy the brief below and paste it to your droid. It’ll walk you through the prerequisites, connect what it needs, and stand the workflow up with you.

Workflow brief
I handle finance and ops at a services business, and chasing overdue invoices is the job everyone avoids. Reminders go out when someone remembers — which isn't often — so the persistence that actually gets invoices paid almost never happens consistently, and cash we've already earned sits in receivables for weeks longer than it should.

Own accounts-receivable collections. Apps/channels: QuickBooks (invoices and the ledger), Stripe (payments), Gmail and SMS (reminders), Slack #finance (the daily digest and escalations).

Run a full receivables run every weekday morning, and react to payments and customer replies as they come. On each run:
1. Pull every open invoice and how overdue it is, and reconcile any payments that arrived so you never chase a paid invoice.
2. Tier the rest by how late they are and how each customer usually pays.
3. Send the right reminder over the right channel — gentle for the just-late, firmer for the long-overdue.
4. Post an AR digest to #finance.

When a customer promises to pay, log the promise, pause reminders until then, and check back. When a payment lands, mark it paid, reconcile it, and send a thank-you with the receipt. Use judgment on escalation: keep chasing the normal cases, but when an account is far overdue with reminders ignored and a material balance, hand it to the finance lead with the full timeline. Remember how each customer pays — channel, tone, what works.

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