USE CASE
Automated Accounts Receivable Follow-Up
Finance reviews overdue balances, sends reminders, and records replies or payment promises across email and spreadsheets.
In brief. This use case consists of assessing how to: detect due dates, segment accounts, prepare messages, record responses, and flag missed payment promises.
How it works today
Finance reviews overdue balances, sends reminders, and records replies or payment promises across email and spreadsheets.
Where time is lost
Each payment promise lives in a separate email and the next action depends on someone remembering it.
What can be automated
Detect due dates, segment accounts, prepare messages, record responses, and flag missed payment promises.
How a workflow could work
A practical flow takes inputs from the relevant sources, checks them against agreed rules, performs routine actions, and sends uncertain cases to a person.
What still needs a person
Collections staff set the tone, handle disputes, and review sensitive accounts before contact.
Systems that may be involved
ERP, accounts receivable, email, and CRM.
When it is worth assessing
When the team loses track of due dates and payment commitments across accounts.
What not to assume
An overdue balance may be disputed or already paid; verify before following up.
How Smartservices approaches it
We map the existing process, verify data and system access, define controls and a human review point, then scope an integration or automation around the actual workflow.
Questions to ask before starting
Can this work with our current systems?
It depends on available APIs, exports, permissions, and data quality. We check those constraints before choosing an integration.
Will people still review exceptions?
Collections staff set the tone, handle disputes, and review sensitive accounts before contact.
What is needed for an initial assessment?
A sample of the current inputs, the steps people perform, the systems involved, and the most common exceptions.