Accounts Receivable Automation

Automate invoicing, collections, and reconciliation to speed up cash flow, reduce errors, and improve customer relationships.

No new tools, no extra training – just streamlined, fully automated workflows that handle overdue reminders, payment matching, cash flow reporting, and dispute tracking directly inside your current accounting tools.

Smarter, Faster Collections Without New Software

Accounts Receivable Automation Solutions

Our AR automation solutions transform how businesses manage receivables – all while working within the systems you already use. Through intelligent integrations and software robots, we automate overdue reminders, payment reconciliation, dispute tracking, escalation workflows, and reporting to ensure collections are faster, more accurate, and less of a burden on your finance team.

The proof is in the numbers

Additional programs
or apps to learn

50%+

Time and cost savings
guaranteed

100%

Money back if we don’t deliver results

Average ROI
(months)

What sets us apart?

We don’t replace your accounting or CRM systems – we enhance them. Our automations work within platforms like QuickBooks, Xero, Microsoft Power Automate, or SAP, ensuring invoices are tracked, payments matched, and reports generated automatically. No extra platforms to learn, no training costs, and no workflow disruption. Everything runs in the background – identifying overdue balances, sending reminders, reconciling payments, flagging disputes, and generating real-time AR dashboards.

And we back it with a promise: achieve at least 50% time or cost savings – or get 100% of your money back.

Key Benefits of Accounts Receivable Automation

Accelerate collections

Automated reminders and escalations ensure invoices are paid on time, reducing days sales outstanding (DSO).

Improve cash flow visibility

Automated reporting and dashboards give real-time insights into AR aging, overdue balances, and projected inflows.

Boost accuracy and reduce errors

Automatic payment reconciliation eliminates manual matching mistakes and speeds up processing.

Enhance customer experience

Timely, consistent reminders and instant payment confirmations create smoother communication and reduce billing inquiries.

Strengthen compliance and risk management

Escalation rules and dispute tracking ensure high-risk accounts are flagged early, improving control over receivables.

Accounts Receivable Automation

We help you

Identify overdue invoices automatically and send reminders at 7, 14, and 30 days past due.
Match incoming payments against invoices using invoice numbers or customer IDs from your accounting system.
Trigger escalation workflows when accounts cross thresholds (e.g., invoice age or credit limit).
Provide real-time insights for AR aging, overdue balances, and collection forecasts.
Track and automate invoice disputes with alerts and internal follow-up tasks.
Send automatic payment confirmations and remaining balance notifications to customers.
Extract AR data into cash flow forecasting models and reports for instant decision-making.

No new software. No retraining. No disruption.

Our approach is built for companies that want to improve – not replace – their current AR systems. Just faster, smarter collections through automation that runs quietly in the background.

Our Expertise

We streamline how you invoice, track, collect, and reconcile payments by embedding automation directly into the tools you already use. Whether you’re running QuickBooks, Xero, NetSuite, Microsoft Power Automate, or Salesforce, our automations manage overdue tracking, reminders, reconciliation, dispute handling, and reporting – without requiring you to switch platforms.

Schedule a FREE audit of your current AR management process

Let our experts evaluate your current process and provide you with a personalized, no-cost assessment. Discover how automation can help reduce manual tasks, improve accuracy, and lower processing costs.

Frequently Asked Questions About Accounts Receivable Automation

1What is Accounts Receivable Automation?

Accounts Receivable (AR) Automation is the use of technology to streamline every step of the collections process – from issuing invoices and tracking payments to sending reminders, reconciling accounts, and forecasting cash flow. Instead of chasing invoices manually, automation ensures that overdue balances are identified, reminders go out on schedule, payments are matched instantly, and data flows seamlessly into your existing accounting systems. The goal is simple: faster collections, fewer errors, and improved visibility into your cash flow.

2 How do we automate AR?

We connect directly to your existing accounting or ERP systems and add smart automations on top of them – without requiring you to install or learn new software. Our approach focuses on: – Automatically identifying overdue invoices and sending reminders at fixed intervals (e.g., 7, 14, 30 days). – Reconciling payments with invoices using invoice numbers, customer IDs, or bank statement data. – Escalating problematic accounts when invoices age beyond thresholds. – Updating cash flow forecasts and dashboards in real time. – Triggering confirmations once payments are received to keep customers informed. In other words, we embed automation into your workflows so that collections happen consistently and accurately in the background.

3 What is Intelligent Automation in accounts receivable?

Intelligent Automation in AR means using “software robots” to handle repetitive, rules-based tasks like checking overdue invoices, matching payments, sending reminders, or generating reports. These bots log into the same systems your team uses (QuickBooks, Xero, SAP, Salesforce) and perform the manual steps automatically. Intelligent Automation reduces errors, speeds up processing, and frees up AR teams to focus on customer relationships and strategic decisions.

4What is the biggest problem with accounts receivable?

The biggest challenge is late payments and the manual workload they create. Businesses often struggle with customers who pay past due dates, which ties up cash flow and increases risk. On top of that, manually following up on invoices, reconciling payments, and updating reports is time-consuming and prone to errors. Automation directly addresses this by ensuring reminders, escalations, and reconciliations happen on schedule without manual intervention.

5What are the benefits of accounts receivable automation?

Faster collections → Reduce Days Sales Outstanding (DSO) with automated reminders and escalations.
Improved accuracy → Eliminate manual errors in payment matching and reconciliation.
Cash flow visibility → Real-time dashboards and AR aging reports support smarter decisions.
Better compliance and risk control → Automatically flag high-risk accounts or overdue thresholds.
Enhanced customer experience → Customers receive consistent reminders and payment confirmations without delays.
Cost and time savings → Free your finance team from repetitive tasks and let them focus on strategy.

6Which companies benefit most from automating accounts receivable?

AR automation benefits any business that invoices clients, but it’s especially impactful for: Service-based companies (consulting, SaaS, agencies) that bill recurring clients. Manufacturers and distributors handling large volumes of invoices. Mid-sized and enterprise businesses with complex AR processes and multiple stakeholders. Fast-growing companies looking to scale without adding headcount in finance. Even small businesses see value by reducing manual admin work and improving cash predictability.

7Does AR require AI?

Not always. Many AR processes can be automated with simple rule-based workflows or intelligent automation. However, AI becomes very useful if you want to fully automate AR. For example, AI can predict which customers are most likely to pay late, suggest optimal reminder timing, detect anomalies in payments, or improve cash flow forecasting accuracy. Our solutions leverage AI where it adds value – making automation not just faster, but also smarter.

Automated Bank Reconciliation

Context

Our Swiss client utilizes a cloud-based accounting platform for their bookkeeping and maintains multiple bank accounts with PostFinance. Accurate and timely recording of bank statements in the accounting system is a critical component of effective cash management. Currently, this process is performed manually: an accounting clerk downloads the bank statement from the e-banking system in CSV or Swiss-standard formats (camt.053/camt.054), uploads it into the cloud accounting tool, and manually assigns the transactions to the appropriate accounts in the general ledger, customer ledger, or AP ledger.

Proposed Solution

To optimize this workflow, we propose the implementation of a intelligent automation solution to fully automate the bank statement integration and reconciliation process. The robot will:

Automatically download bank statements from the e-banking platform and upload them to the cloud accounting system.
Match incoming payments to customer invoices using structured reference numbers. In cases where a reference number is missing, the robot cross-verifies the payer’s name against the customer ledger to determine the correct posting.
Process outgoing payments based on the accounts payable (AP) payment run, assigning them to the corresponding entries in the AP ledger.

Post all remaining transactions appropriately to the general ledger in accordance with the organization’s accounting structure.
Reconcile the closing balance recorded in the accounting system with the bank statement balance.
Upon completion of the reconciliation, the robot generates a verification report highlighting any discrepancies, which are then routed to the accounting team for manual validation.

At month-end, a comprehensive reconciliation report is delivered to the accounting department. This includes monthly bank statements, detailed reconciliation to the general ledger, customer ledger, and AP ledger. All supporting documents are archived in a secure repository for audit and compliance purposes.

Key Benefits

Up to 80% reduction in processing time and a significant decrease in error rates.
Human oversight limited to exceptions – typically fewer than 10% of transactions.
Reconciliation backup and bank statement copies are automatically archived as PDF files for audit readiness and future reference.

Systems Automated

Optimizing Order-to-Cash

Context

Our client distributes a wide range of wood products—including pallets, crates, and building and truss materials—across nearly all states in the U.S. Currently, the invoicing process is manual: invoices are created based on “completed load” reports from the dispatching system (Aljex) and sent to customers via email along with supporting documentation.

This manual workflow is time-intensive and prone to delays and errors. Moreover, data from the dispatching software (Aljex) must be manually reconciled with the accounting system, significantly increasing administrative workload.

Proposed Solution

To streamline operations and reduce manual effort, we implemented an automation solution using n8n, a flexible, cost-effective, and easily deployable automation platform. Key components of the solution include:

Automated Invoice Creation: Invoices are automatically generated in QuickBooks based on data received from Aljex via API integration.
Daily Confirmation Report: A bot generates a daily summary confirming that invoices have been successfully created for all completed loads.
Automated Email Dispatch: Invoices are automatically sent to customers. The system monitors for bounced emails and verifies that all messages have been successfully delivered.
Automated Reconciliation: Dispatch data from Aljex is automatically exported and reconciled with the accounting system to ensure completeness and accuracy.
Exception Reporting: A discrepancy report is produced, identifying any mismatches for further investigation.

Key Benefits

Up to 90% reduction in processing time with a significant drop in errors
Scalable and always-on solution – automation operates 24/7 without the need for manual intervention
Human oversight only where needed – employees focus solely on exceptions, typically less than 10% of the total volume

Systems Automated

Invoicing automation

Initial context

Our client processes between 80 and 100 invoices each month as part of their standard billing operations. The current process involves manually retrieving data from Abacus system (including billable hours, payroll counts, and fixed fees), preparing individual invoices in Excel, posting them into the Sage accounting system, and emailing them to clients. This repetitive and manual process consumes two full working days each month, carries a high risk of human error.

Proposed Solution

To streamline and optimize this process, VirtuDesk proposed the implementation of an attended solution that automates the end-to-end invoice workflow while maintaining human oversight at key control points. The robot will:

Retrieve relevant input data from Abacus and contract files to generate monthly Excel invoices and store them in a shared folder.
Post invoice entries directly into Sage, updating the customer ledger accounts and generating an activity log.
Create a reconciliation report comparing recorded invoices to posted entries, allowing for immediate review and validation.
Generate PDF versions of all invoices and send them to customers via a monitored functional mailbox.
Produce a report showing all sent emails, flagging any delivery issues such as bounced messages.
Provide intelligent insights, including revenue trends and variance analysis across periods, to support financial decision-making.

Key Benefits

The automation reduced manual effort by up to 80%, cutting the invoicing process from two full working days to just a few hours per month. It ensures improved accuracy and consistency, as all key actions are logged and reconciled. Human oversight is focused on reviewing discrepancies and validating outputs, allowing staff to shift attention to more strategic tasks. Additionally, the solution is fully scalable and audit-ready, with all documents and reports archived for compliance and future reference.

Systems Automated