AI collections agent for wholesale & distribution
Get your trade accounts paid on time.
Net 30 drifts to 60 while you fund the next order. The AR Agent chases every overdue trade invoice, sorts out the PO numbers, short payments and credits holding them up, and keeps after the promises.
Fairview Grocers
INV-8812 · 38 days overdue
$7,340
overdue
Missing POAP needs their PO on the invoiceAgent is resending it with the PO
Corner Hardware Co
INV-8790 · 24 days overdue
$2,115
overdue
PromiseIn next Thursday’s payment runNext action: Check payment Friday
Bayside Café Group
INV-8754 · 51 days overdue
$3,980
overdue
Needs youSays 6 cases arrived damagedAgent has asked you about a credit
Watch it work
From delivered order to paid invoice.
You keep the stock moving. The AR Agent follows up the trade accounts that haven’t paid.
Connect your tools
Pick your accounting system and the inbox you chase from.
Accounting
QuickBooks
Connect
Xero
ConnectInbox
Gmail
Connect
Outlook
ConnectHow much is chasing trade accounts costing you?
Answer a few quick questions about your trade accounts and see how much time and money The AR Agent could save your business.
Calculate my savings8 hours a week chasing, at $40 an hour
- Costs now
- $1,387/mo
- Time freed at 50%
- 17.3 hours/mo
An example, not a promise. Your report uses your own answers.
Real wholesale problems
What we hear from distributors.
The goods went out on time. The money didn’t come back on time.
Owner
We’re a bank for our customers and we never agreed to be.
“Net 30 turns into 60 for half the accounts. I’m buying stock for next month with money I’m still owed for last month.”
Operations Manager
One damaged pallet holds up the whole invoice.
“They don’t pay any of it until the credit is sorted, and nobody chases the credit because nobody owns it.”
Credit Controller / Bookkeeper
Forty invoices, one customer, three of them short paid.
“Working out which invoice a payment was for, and why it’s $160 light, is half my week.”
What trade customers write back
The reply is where the money gets stuck.
A reminder gets an answer, and the answer needs doing something about. This is what the agent does with the ones trade accounts send most.
Accounts payable, Fairview Grocers
“We can’t process this without our PO number.”
What the agent does
- Asks whoever in your office has the PO
- Adds it to the invoice in your books
- Sends the corrected invoice back in the same thread
Owner, Bayside Café Group
“Six cases arrived damaged, so we’re holding the invoice.”
What the agent does
- Stops chasing that invoice
- Asks you: credit the six cases, or ask for photos first
- Writes the reply you choose, for you to approve
Accounts, Northpoint Supply
“We’ve paid that.”
What the agent does
- Checks the payment against the invoice
- Finds $1,100 of $1,260 arrived
- Asks politely about the $160 still open
Purchasing, Corner Hardware Co
“It’s in next Thursday’s payment run.”
What the agent does
- Records the promise and the date
- Checks the books on Friday
- If it hasn’t landed, follows up on Monday, in the same thread
Invented companies. Every email the agent writes waits for your approval unless you switch on Autopilot.
How it works
Get set up in minutes.
Accounting
- QuickBooks
- Xero
AR inbox
- Gmail
- Outlook
The AR Agent1Connect your systems
Connect QuickBooks Online or Xero, and your business email. The AR Agent reads your open invoices and sees which trade accounts are behind.
- Fairview GrocersINV-8812
- Invoice 38 days unpaidMon
- Follow-up sentMon
- Reply: “Paying on the 30th”Tue
- Promise tracked, check on the 1stTue
2The agent gets to work
It follows up overdue invoices, reads the replies, tracks payment promises and sorts out what’s holding up payment.
- Needs youINV-8754
Bayside Café Group says 6 cases arrived damaged and is holding the invoice. How should I respond?
Chasing paused until you decide
Credit the 6 casesAsk for photos3You step in when needed
Credits, disputes and anything that needs a decision come to you. Everything else it keeps following up.
Want us to chase your trade accounts?
The AR Agent does the chasing and brings you in only when a decision is needed. Tell us about your invoices and we will show you how it would work for you.
FAQ
A few things you might want to know.
Will this work with QuickBooks?
Yes. The AR Agent connects to QuickBooks Online or Xero, and to your business email, and works the overdue invoices it finds there.
What about short payments and credits?
The agent checks what arrived against what was invoiced and asks about the difference. Anything that needs a credit or a decision comes to you first.
Do I have to let it email customers automatically?
No. Every email waits for your approval until you choose to switch on Autopilot, customer by customer.
We have hundreds of trade accounts. Is that too many?
No. The agent works one customer at a time, with all their open invoices together, so a customer with forty invoices gets one conversation, not forty.