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This feature requires Stripe to be enabled before it can be used.
The Accounts Receivable Assistant (aka AR Assistant) helps firms collect overdue invoice payments by automatically following up with clients through AI-powered phone calls and email.
Instead of manually tracking overdue invoices and managing outreach, firms can use the AR Assistant to follow up on unpaid invoices while maintaining a professional, relationship-focused experience for clients.
How AR Assistant Works
When an invoice becomes overdue, the AR Assistant can automatically engage with clients regarding outstanding balances.
The assistant works on your firm's behalf to:
Contact clients through email and AI-powered phone calls
Share payment links
Track collection activity
Escalate conversations that require human involvement
Automatically stop outreach when payment is received
The AR Assistant uses available invoice, payment, and client information to determine how to engage with clients regarding unpaid invoices.
Eligibility Requirements
The AR Assistant can only be enabled when all of the following conditions are met:
Stripe is enabled for the account
The invoice status is Past Due
AR Assistant has been enabled for the invoice
The invoice balance exceeds the configured minimum threshold
The client has consented to the communication channel being used
The client has not opted out of automated communications
The invoice is not disputed
If any of these requirements are not met, the AR Assistant cannot be activated or may stop outreach automatically.
Enable AR Assistant
Once an invoice becomes eligible, the AR Assistant can be enabled directly from the invoice, or within the invoice's AR Assistant page directly when viewing the invoice.
Open the invoice.
Locate the AR Assistant section and enable by using the toggle.
Select the contacts that should receive communications.
Enable the AR Assistant.
Once enabled, the assistant begins monitoring the invoice and initiating communication/activity when appropriate.
Selecting Contacts
Before the AR Assistant can begin outreach, at least one eligible contact must be selected. Depending on the contacts associated with the invoice, and if any have opted-out from AR Assistant communications, you may encounter one of the following scenarios.
➡ All Contacts Eligible
If all associated contacts are eligible for AR Assistant communications, you can select the contacts that should receive outreach and enable the AR Assistant.
➡ Some Contacts Have Opted Out
If some contacts have opted out of automated AR Assistant communications, only eligible contacts can be selected. The AR Assistant will only contact the selected eligible contacts.
➡ All Contacts Have Opted Out
If all contacts associated with an invoice have opted out of automated AR Assistant communications, the AR Assistant cannot be enabled. A warning message will indicate that no eligible contacts are available.
AR Assistant Workflows
The AR Assistant follows a series of collection stages once an invoice becomes overdue.
Reminder Stage
After the configured grace period has passed, the AR Assistant sends a reminder to the client regarding the outstanding invoice balance.
Clients may be provided with payment information and a direct payment link when available.
Voice Outreach Stage
If the invoice remains unpaid, the AR Assistant may place AI-powered phone calls to the client.
During these conversations, the assistant may:
Discuss outstanding invoice balances
Confirm payment intent
Provide payment instructions
Offer payment link delivery
Escalation Stage
If an invoice remains unresolved or requires human assistance, the invoice is escalated for review.
Escalation options may include:
Continue outreach
Pause outreach
Mark the invoice as uncollectible
Refer the invoice externally
Monitoring AR Assistant Activity
Once enabled, the AR Assistant tracks all collection activity associated with the invoice. This can be found by opening the invoice and navigating to AR Assistant in the sub-menu.
Details may include:
Current status
Next scheduled action
Activity history
Client communication history
Call recordings and transcripts
Escalation status
This information provides visibility into collection efforts without requiring firm users to manually manage every interaction.
Invoice Statuses
The after enabling the AR Assistant, different statuses will be displayed depending on the state of outreach.
Status | Description |
Enabled | AR Assistant is actively managing outreach. |
Paused | AR Assistant has been temporarily suspended. |
Escalated | Manual review is required before AR Assistant can continue. |
Uncollectible | AR Assistant activity has been permanently stopped for the invoice. |
Paused Status
AR Assistant outreach can be paused when outreach should temporarily stop.
While outreach are paused:
No additional outreach is sent
Existing collection workflows are suspended
Collection history remains available for review
AR Assistant outreach can be resumed later if outreach should continue.
Escalated Status
When an invoice is escalated, firm users can review the situation and determine the appropriate next step.
Available actions may include:
Continue outreach
Pause outreach
Mark the invoice as uncollectible
Refer the invoice externally
Marking an Invoice as Uncollectible
If collection efforts should stop permanently, invoices can be marked as uncollectible.
When an invoice is marked as uncollectible:
The AR Assistant is disabled
Future outreach stops
Collection activity remains available for historical reference
Client Opt-Outs and Communication Rules
Clients can opt out of AR Assistant communications at any time.
A client may opt out by:
Requesting that calls stop during a phone conversation
Replying to an email requesting that communications stop
Marking an email as spam
Having a firm user manually request an opt-out
When a client opts out:
All AR Assistant activity immediately stops
The client is excluded from future AR Assistant outreach
The invoice is moved to the Escalation Queue
Firm users are notified
The opt-out event is recorded in the invoice activity history
The AR Assistant also follows communication safeguards when placing phone calls. Phone calls are only placed between 8:00 AM and 9:00 PM based on the client's local time zone. If a client's time zone cannot be determined, the AR Assistant will not place a phone call.
❗ Opting out only affects AR Assistant communications. Standard invoice and payment communications will continue to function normally.
If all client contacts associated with an invoice have opted out, the AR Assistant cannot be enabled for that invoice.
Internal Notifications
The AR Assistant can notify firm users when important collection events occur, including:
A client engages with outreach
A dispute is raised
An escalation threshold is reached
Manual review is required
These notifications help ensure that collection issues receive attention when firm involvement is needed.
Frequently Asked Questions
What does "AR" stand for?
For this context, AR stands for Accounts Receivable, which refers to outstanding invoice payments owed to your firm by clients.
Does Accounts Receivable Assistant automatically stop when an invoice is paid?
Yes. Once payment is received, collection activity automatically stops and no additional outreach is sent for that invoice.
How often does Accounts Receivable Assistant contact clients?
Accounts Receivable Assistant uses a dynamic outreach schedule rather than a fixed cadence.
The timing of follow-up communications may vary based on factors such as client responsiveness, payment activity, and whether the conversation requires escalation.
Can I control how often the AI follows up or what it says?
At this time, firms cannot customize the frequency, tone, or wording of messages sent by Accounts Receivable Assistant.
The assistant uses available project and invoice information, along with the context of the conversation, to determine how to respond. If a client asks a question that it cannot confidently answer or requires additional assistance, it will offer to involve someone from your firm. If the client agrees, an escalation will be created for your team to review and respond to directly.
While responses may vary based on the conversation, the assistant is limited to sharing known project and invoice information and escalating conversations when human assistance is needed.
Can I edit a scheduled email before it is sent?
No. At this time, scheduled outreach cannot be edited before it is sent.
Can I pause a single email or phone call for an invoice?
No. Individual outreach activities cannot be paused. AR Assistant outreach can only be managed at the invoice level.
What happens if a client asks a question that the assistant cannot answer?
If the assistant cannot confidently answer a question or determines that firm involvement is needed, it will offer to connect the client with someone from your firm.
When human assistance is required, the conversation will be escalated for review and follow-up.
What happens if a client disputes an invoice?
Disputed invoices are escalated for manual review and may require firm involvement before AR Assistant activity can continue.
Can clients opt out of Accounts Receivable Assistant communications?
Yes. Clients can opt out of supported AR Assistant communications. Once an opt-out occurs, all Accounts Receivable Assistant activity immediately stops and the invoice is escalated for review.
Is Monograph Payments required?
Yes. Stripe/Monograph Payments must be enabled before Accounts Receivable Assistant can be used.