The Accounts Receivable Assistant (aka AR Assistant) helps firms with 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.

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:

The AR Assistant uses available invoice, payment, and client information to determine how to engage with clients regarding unpaid invoices.

The AR Assistant can only be enabled when all of the following conditions are met:

If any of these requirements are not met, the AR Assistant cannot be activated or may stop outreach automatically.

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.

Once enabled, the assistant begins monitoring the invoice and initiating communication/activity when appropriate.

Instead of enabling the AR Assistant one invoice at a time, firms can enable the prompt to appear automatically at the global or project level. When enabled, Monograph will ask whether the AR Assistant should follow up each time an invoice is opened - no outreach begins until it is confirmed for that invoice.

Use the toggles below to learn more about enabling at the global and project levels:

When Automatic Activation is enabled and an invoice is marked open, a step will appear after sending the invoice to the client, prompting you to follow up on the invoice automatically.

The terms agreed to at confirmation - the threshold, the fee, and the selected contacts - are saved with the invoice. Later changes to the firm's settings will not change arrangements already confirmed.

To note: If "Not this invoice" is selected, the AR Assistant will not be enabled. It can still be enabled manually at any time from the invoice directly.

Once confirmed, no outreach occurs until the invoice becomes past due by the agreed number of days. The AR Assistant then activates automatically and begins the standard outreach workflow.

If a contact opts out between confirmation and activation, that contact is dropped and outreach continues with the remaining eligible contacts.

Automatic activation can be turned off at the global level or per project. Before switching it off, a warning will display how many pending arrangements will be withdrawn.

To note: Invoices where outreach has already begun are not affected. Campaigns already contacting clients will continue. To stop an active campaign, pause the AR Assistant or mark the invoice as uncollectible.

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.

If all associated contacts are eligible for AR Assistant communications, you can select the contacts that should receive outreach and enable the AR Assistant.

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.

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.

Contacts selected for AR Assistant outreach can be changed at any time while the assistant is actively working on an invoice. There is no need to pause or restart outreach.

To edit contacts:

Once saved, the AR Assistant will only contact the newly selected contacts going forward. If a contact who was receiving outreach is removed, the assistant will automatically continue with the next eligible contact on the list. All contact changes are recorded in the invoice activity history.

If all associated contacts are eligible for AR Assistant communications, you can select any combination of contacts and save.

If some contacts have opted out of automated AR Assistant communications, only eligible contacts can be selected. Contacts who have opted out will not appear as available options.

If the AR Assistant has determined that a contact is the wrong person, has been referred elsewhere, or is unresponsive, that contact cannot be re-added through the Edit contacts dialog. This prevents the assistant's findings from being accidentally undone.

Additional Considerations:

The AR Assistant follows a series of stages once an invoice becomes overdue.

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.

If the invoice remains unpaid, the AR Assistant may place AI-powered phone calls to the client.

During these conversations, the assistant may:

If an invoice remains unresolved or requires human assistance, the invoice is escalated for review.

Escalation options may include:

Once enabled, the AR Assistant tracks all outreach 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:

This information provides visibility into outreach efforts without requiring firm users to manually manage every interaction.

The after enabling the AR Assistant, different statuses will be displayed depending on the state of outreach.

AR Assistant outreach can be paused when outreach should temporarily stop.

While outreach are paused:

AR Assistant outreach can be resumed later if outreach should continue.

When an invoice is escalated, firm users can review the situation and determine the appropriate next step.

Available actions may include:

If AR Assistant efforts should stop permanently, invoices can be marked as uncollectible.

When an invoice is marked as uncollectible:

Clients can opt out of AR Assistant communications at any time.

A client may opt out by:

When a client opts out:

The AR Assistant also follows communication safeguards when placing phone calls. Phone calls are only placed on weekdays 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.

The AR Assistant can notify firm users when important events occur, including:

These notifications help ensure that any issues receive attention when firm involvement is needed.

For this context, AR stands for Accounts Receivable, which refers to outstanding invoice payments owed to your firm by clients.

Yes. Once payment is received, AR Assistant activity automatically stops and no additional outreach is sent for that invoice.

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.

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.

No. At this time, scheduled outreach cannot be edited before it is sent.

No. Individual outreach activities cannot be paused. AR Assistant outreach can only be managed at the invoice level.

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.

Disputed invoices are escalated for manual review and may require firm involvement before AR Assistant activity can continue.

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.

Yes. While the AR Assistant is actively working on an invoice, open the invoice, navigate to AR Assistant in the sub-menu, and click Edit contacts to update who receives communications. Removing a contact stops future outreach to them for that invoice.

Yes. Stripe/Monograph Payments must be enabled before Accounts Receivable Assistant can be used. Learn more about signing up for Stripe for payments.

You can turn on the Accounts Receivable Assistant only for invoices that meet all eligibility requirements. If the option isn’t available for an invoice, one or more of these requirements have not been met. Review the full list of eligibility requirements here.

The confirmation step is skipped when Stripe is not fully set up, when no contact can be reached, or when the invoice was opened through the batch open-and-send option. Invoices opened before the setting was enabled also will not prompt for confirmation.

No. Switching it off withdraws pending arrangements only. Campaigns already in progress continue until paused, paid, or marked uncollectible.