AI End-to-End Accounts Receivable Automation
An AI-powered collections engine that automates reminder emails, customer follow-ups, escalation workflows and AR tracking from a single workflow.
01 — Business challenge
A manual AR process that couldn't keep pace
Traditional AR teams live inside a patchwork of spreadsheets — chasing overdue invoices, writing individual reminder emails, tracking follow-up history manually and escalating high-risk accounts through ad-hoc phone calls. Every cycle depends on a person remembering to act.
02 — Automation workflow
One automation engine — invoice to escalation
A single Make.com scenario orchestrates the full collections lifecycle. Every module below runs automatically — no analyst opens the sheet to move a case forward.
Google Sheets
Live invoice ledger — customer, amount, aging, contact.
Detect overdue invoices
Router evaluates each row and branches by aging bucket.
AI determines communication
Context, tone and escalation level chosen per invoice.
Generate personalized reminder
OpenAI drafts a professional, on-brand email.
Send via Gmail
Delivered automatically from the AR mailbox.
Update customer status
Latest action and disposition write back to Sheets.
Escalate overdue accounts
Twilio voice calls trigger for 45+ day accounts.
Continue monitoring
Cycle repeats — no manual stage transitions.
03 — Centralized AR repository
Google Sheets as the operational database
A single sheet holds every invoice detail the workflow needs — customer, amount, aging bucket, contact information, latest action, follow-up history and payment status. It's the source of truth every module in the scenario reads from and writes back to.
04 — AI generated customer communication
Personalized reminders, delivered automatically
OpenAI receives invoice context — customer, amount, days overdue, prior touchpoints and aging tier — and drafts a professional reminder email tuned to that stage of the cadence.
05 — Automated status tracking
Every action writes back to the record
Whenever the workflow sends a reminder, escalates an account or triggers a call, the invoice row is updated in place — latest touchpoint, current disposition and next-step status all reflected instantly.
Manual tracking disappears. Finance leadership sees exactly where every customer sits in the cadence without asking a collector to update a tracker.
Technology stack
Technologies used
06 — Business impact
Business impact
Manual follow-ups reduced
Near Zero
Routine reminder emails now execute automatically.
Customer communication
AI Generated
Consistent, personalized collections emails at scale.
Workflow coverage
End-to-End
Entire AR lifecycle orchestrated through Make.com.
Process visibility
Real-Time
Every customer interaction and workflow status is tracked centrally.
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