By The AR Agent team · · 5 min read
You can use ChatGPT with Xero or QuickBooks in two ways. Export a report and paste it in, which works today in any account. Or connect them through a plugin, so ChatGPT reads your invoices directly and you can ask about them in plain words.
This page is about receivables: the money customers owe you. It covers what each route does well, where it stops, and the questions worth asking once your ledger is connected.
Run the aged receivables report, export it as a spreadsheet, and paste or upload it with a question.
Here is my aged receivables report with customer names replaced by letters.
[Paste report]
List the five largest overdue balances, oldest first, with the amount and days late.
Then tell me which customers have more than one overdue invoice.
This is useful for a one-off review, such as before a month-end call. It has three limits.
For setting up reminders inside the ledger itself, see our pages on Xero invoice reminders and QuickBooks invoice reminders.
A plugin connects ChatGPT to a service you already use, after you sign in and approve it. Instead of pasting a report, you ask a question and ChatGPT fetches the answer.
The AR Agent plugin sits between ChatGPT and your ledger. Your AR Agent account connects to Xero or QuickBooks and to your inbox, and does the work of chasing: it reads due dates and payments, follows up overdue invoices, reads what customers reply, and keeps track of what each one has promised. The plugin lets you ask about that work from ChatGPT.
Because the plugin reads from that account, its answers include things a report does not hold: what the customer last said, whether they gave a payment date and whether they kept it, and what is blocking payment.
To disconnect, remove the plugin from ChatGPT's settings. Removing someone from your AR Agent team also ends their connection straight away.
Start with the questions you would otherwise answer by opening the ledger and your inbox side by side.
It cannot send an email, approve a draft, record a payment, edit an invoice or change a contact in Xero or QuickBooks. Sending happens only when someone approves a draft in the AR Agent app, which checks for a payment at that moment so nobody is chased for money already sent.
It also only answers about money owed to you. It does not cover bills you owe, payroll or tax.
Check the ChatGPT plugin directory for the current list, as it changes. The AR Agent plugin works with both and is focused on overdue invoices and the conversations around them, rather than general bookkeeping.
Check what a plugin can do before you approve it. The AR Agent plugin can read your receivables and ask for a draft, and nothing else. Information ChatGPT receives is handled by OpenAI under its own terms, so check those against your company's rules.
Each AR Agent account connects to one accounting system. If you run two businesses on different ledgers, each has its own account.
No. It can ask for a follow-up to be drafted, and the draft is sent only after someone approves it in the AR Agent app. Our guide to an AI collections agent explains why approval and a payment check before sending matter.
Exporting the aged receivables report and pasting it in may be all you need. A connection pays off when you chase enough customers that keeping track of replies and promises becomes work of its own.
The AR Agent chases overdue invoices for small businesses. It connects to Xero or QuickBooks and your inbox, follows up each overdue invoice by email, reads replies, and tracks what each customer has promised. The ChatGPT plugin lets you ask about that work in plain words: who owes you, why a customer has not paid, who promised to pay this week. Ask it to chase someone and the draft waits in the app for your approval. It cannot send email or change your books.
Talk to us: our AI agent chases your invoices until you are paid.
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