Collections with AI: reminders, negotiation and payment in one workflow
Collections depend on a person remembering to message each late customer. Everyone chases in a different way, with no record of what was promised, and the customer says they never received the invoice. Large and small cases get the same attention, or none.
Collections with AI, step by step
A dunning sequence designed with your team
Together we define the touches before and after the due date, the tone for each customer profile and when a case goes up to a person. The sequence becomes a Pipe with stages and SLA.
Reminders on the channel the customer reads
The agent sends a reminder with an updated payment slip or Pix (Brazil's instant payment) link by WhatsApp and e-mail, answers questions about the invoice and resends a copy at once.
Negotiation within limits
If the customer asks for more time or a discount, the agent proposes within the approved conditions. Outside them, it sends the case to the owner for approval before replying.
Promises recorded and followed
Each agreement is recorded in the ERP or CRM, the agent tracks the promised date and picks the conversation back up if the payment does not arrive.
Less repetitive work. More control.
- Every late customer is contacted at the right time
- A complete history of each negotiation
- A collections team focused on cases that need a conversation
- Customers who pay on time reminded before the due date
Systems used in this solution
Ready-made AI teams for this work
Collections team
Before and after each due date, customers get a clear reminder with a payment link. Disputes and promises to pay go to your team.
Bank reconciliation team
Bank lines, Stripe payouts and ledger entries are matched each morning. You only see what did not match, with a reason.
Accounts payable team
Invoices arrive by e-mail and in shared folders. The team reads them, checks them and lines them up for your approval before the due date.
Cash flow forecast team
Every week the projection is rebuilt from your books, open invoices and bills, with a plain note on what changed and why.
Bookkeeping team
Transactions are categorized as they come in, receipts are matched, and the month-end close starts with a short list of questions.
Questions about collections with AI
Won't AI collections annoy customers?
Tone and frequency are set by you, by customer profile. Strategic customers can get only reminders and human contact, for example.
Can the agent offer a discount?
Only within the rules the company has approved. Any condition outside them goes to an approver before it is offered to the customer.
Does collecting on WhatsApp comply with data-protection law?
Yes, when done with an official number, a proper legal basis and an opt-out option, as Brazil's LGPD requires. iTeam records every message sent in the audit trail.
Do updated payment slips come from our ERP?
Yes. The agent generates the copy with interest and late fees through the ERP or the connected bank and sends it to the customer. Asaas, a Brazilian payments platform, is among the systems it can work with.
