Collections Agent
Where: Sidebar → Collections · Needs the Accounting and AI Suite modules.
The Collections Agent is your polite-but-persistent payment chaser. Every day it looks at your outstanding invoices, works out who deserves a reminder and at what escalation stage, drafts a personalised email in your company's voice (with a Pay-Now button and QR attached), and — by default — queues the drafts for your approval instead of sending anything.
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How it works
- Watches your invoices — issued (Sent/Partial/Overdue) invoices with a balance.
- AI drafts reminders — one personalised subject + body per invoice, tuned to how overdue it is and to your tone settings.
- You approve & send — unless you deliberately switch on auto-send.
The escalation ladder
| Stage | When (defaults) | Tone |
|---|---|---|
| Upcoming | Due within 3 days (not yet overdue) | Friendly heads-up (optional) |
| Gentle | 1–6 days overdue | Polite reminder |
| Firm | 7–14 days overdue | Firm and clear |
| Urgent | 15–29 days overdue | Urgent, consequences noted |
| Final | 30+ days overdue | Final notice before escalation |
Each invoice gets exactly one reminder per stage — running the sweep twice never spams a customer.
The three tabs
Overview
KPIs (Total outstanding · Overdue · To chase · Ready to send), aging buckets, and a table of who would be chased today with each invoice's stage and readiness — Ready, Already reminded, or No email (in red: the customer record has no email address, so fix that first).
- Run now triggers the sweep immediately (a confirmation warns you if auto-send is on).
- Preview AI drafts shows the emails the AI would write, without sending anything. (This still uses AI credits.)
Reminders
The queue of drafted/sent reminders, filterable by status (Draft / Approved / Sent / Skipped / Failed / Cancelled). Click a row to read the full email — subject, body, stage, an "AI drafted" pill, and the attached payment link. From here:
- Approve & send a draft (or Retry send on a failure).
- Dismiss a reminder you don't want to go out.
Policy
Your control panel — save with Save policy:
- Automation: Agent enabled · Auto-send reminders (off by default — recommended) · Send pre-due heads-up · Attach Pay-Now link · CC me on reminders.
- Escalation ladder: the day thresholds for each stage.
- Limits & tone: minimum invoice amount, daily send cap (default 100), signature name (e.g. "Ravi, Accounts"), reply-to email, and a tone note that guides the AI (e.g. "We value long-term relationships — always stay warm and respectful").
When does it run?
Once a day automatically (around 09:00), or on demand with Run now. After each sweep the accountant is notified: "X reminders sent / Y awaiting approval."
Safety model
- Auto-send is OFF by default — nothing is emailed without a human clicking Approve.
- The agent re-checks at send time: if the invoice was paid in the meantime, the reminder is skipped ("Skipped — invoice already settled").
- Draft invoices are never chased — issue them first.
- Reminders go out from your company's own email sender (if connected in Company Settings), otherwise the platform sender with your reply-to address.
Tips & gotchas
- The Pay-Now button in reminders only works if your company has connected Razorpay — see Payments & Pay Now.
- Customers without an email address can never be chased — they're flagged in red on the Overview tab.
- Preview consumes AI credits even though nothing is sent — see AI Credits & Limits.
- Setting a past due date on an invoice makes it instantly overdue and eligible for chasing.