Marc runs Atelier Bleu, an SMB that sells professional furniture. He loves creating—much less chasing payments. Month-end is always the same: Excel open, 19 overdue invoices, and a sigh that says it all.
One morning, he tries a simple idea: hand polite follow-ups to an AI agent.
Week 1 — Tidy up before you ask 🗂️
They name the agent Luna. She starts by cleaning the house:
- finds every invoice (amount, due date, status),
- matches them with delivered orders,
- ranks customers by priority (amount × age × relationship).
First message (Day +2), friendly tone, zero pressure:
“Hi Claire, sharing a clear recap of your invoices (incl. F-2317, due on the 7th). I can generate a secure payment link or set up two installments. What works best for you? 😊”
Claire pays the same day. Marc looks up. Maybe this is the right approach.
Week 2 — Follow-ups that help, not scold 🤝
Luna doesn’t “harass”; she facilitates. Each nudge adds real help: PDF duplicate, one-click payment link, prefilled IBAN, installment offer.
When a client replies “Never got the invoice,” Luna sends:
“Here it is attached + the signed delivery note. I can propose two dates: 40% Friday, 60% on the 28th. Shall I set the schedule?”
Marc notices something odd: less friction, more payments. “Sorry, I forgot” turns into “Thanks for the link.”
Week 3 — Delicate cases without breaking the relationship 🧭
A big client has 3 late invoices. Instead of a curt email, Luna suggests a 7-minute call and drafts a script for Marc:
- Remind the value delivered (furniture installed on time).
- Offer a clear agreement (30% today, 70% within 14 days).
- Add a bonus (3-month service extension) if paid as agreed.
The call flows. Instant transfer for the first tranche within the hour.
The turning point 🌤️
Friday, 5:48 p.m., Marc receives this auto-SMS (set up by Luna):
“Invoice F-2342 (€2,450) is due Monday. Your payment link is active 24/7. Need a copy? I’ll send it.”
Monday 9:12 a.m., payment received. No stern email. No drama.
Marc realizes he hasn’t “bought AI.” He’s added a polite, useful presence.
5 little things that change everything ✨
- Visual clarity: a simple table 👉 amount, due date, status, link.
- Simple choices: pay now or propose two dates.
- Kind firmness: warm tone + known rules (late fees, order hold after X days).
- Smart timing: reminders before due date, never late on weekends.
- Human escalation: Luna hands off for disputes, VIPs, or sensitive cases.
Message snippets that work 📬
Preventive reminder (D-3)
“Hi Thomas, resending F-2351 (€1,980, due Thursday). I can generate a card link or send the IBAN. Any preference?”
Installment proposal (D+5)
“To avoid pausing new orders, I can do 50% today + 50% on the 28th. Shall I prepare the agreement and the automatic reminder?”
Kind nudge (D+10)
“I’m closing my follow-up round tonight. If you need time, I’ll schedule a pause and stop messaging until then. What works for you? 🙂”
Results by Day 30 📈
- Invoices settled < 10 days: 83% of past-dues (vs 41% prior)
- DSO (days sales outstanding): −12 days
- Disputes: −37% (docs attached in the very first reminder)
- Admin time: −6 hrs/week for Marc
- Client relationships: more “thanks” than “punitive” reminders
“I stopped living by the rhythm of late payments. And clients thank us for being clear and simple.” — Marc
What your company can replicate this month ✅
- One single view of invoices (accounting/ERP + proofs of delivery)
- Message templates that are concise, respectful, and solution-oriented
- Payment links and two-click installment plans
- Hand-off rules to humans (dispute, VIP, amount > X)
- A weekly review ritual: what worked, what to adjust
Want calmer cash flow (and calmer evenings)?
With the AI Flash Audit from aimanageragency.com, we spin up a gentle collections agent in days—your templates, your rules, your tone—and a safe pilot targeting −10 to −15 DSO days in 30 days.
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