AI Collections Agent (Email Inbound & Dunning)
AI Collections Agent (Email Inbound & Dunning)
The GAAPx AI Collections Agent is an autonomous AR specialist that manages receivables outreach, triages inbound customer replies, resolves common billing inquiries, and extracts promises-to-pay. By operating directly from your finance email address (e.g. [email protected]) or via Slack, it accelerates cash collection while preserving customer relationships.
:::info SCREENSHOT PLACEHOLDER: AI Collections Agent Inbox & Conversation Thread
Location in App: App > Collections > Agent Conversations > [Thread ID]
Visual Description: Customer email thread where the AI Collections Agent parsed an AP inquiry ("Where is the updated W-9 and invoice PDF?"), drafted an accurate response with attachments, and queued it for 1-click approval.
Recommended Dimensions: 1200 x 675
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Key Capabilities
1. Inbound Email Triage & Natural Language Understanding
When a customer AP clerk replies to a dunning email:
- The agent classifies the intent: Payment Scheduled, Dispute / Missing PO, W-9 / Bank Details Requested, Portal Upload Required, or Out of Office.
- Formulates a contextual reply with attached invoice PDFs, remittance instructions, or W-9 forms.
2. Promise-to-Pay Tracking
- Automatically parses stated payment dates (e.g. "This check is queued in our Friday pay run on Oct 16th").
- Updates the customer's Expected Payment Date and pauses automated dunning cadences until the promised date has passed.
3. Smart Dunning Workflows
- Dynamically adjusts tone from gentle reminder (Day 1-15 past due) to firm escalation (Day 30-60+ past due).
- Automatically loops in the assigned Account Executive or Customer Success Manager when accounts cross critical aging thresholds.
Agent Autonomy Modes
| Autonomy Mode | Description | Best For |
|---|---|---|
| Copilot Mode (Default) | Agent drafts all responses; requires 1-click human approval before sending | Teams launching AI collections |
| Autonomous Mode | Agent sends low-risk replies automatically; escalates disputes and invoice changes | High-volume AR operations |