Turn invoices, collections, and cash application into a clean daily workflow your team can trust.
Let AI Agent run your accounts receivable automation
Create Invoices
Issue this month’s invoices for the selected client in QuickBooks Online. Pull recurring contracts, time entries, milestone deliveries, and one-off line items. Apply the client’s billing rules by service type, customer, tax jurisdiction, and rate card. Flag new customers, missing W-9s, duplicate invoice numbers, and invoices above the approval threshold. Pause before issuing the first invoice to a new customer. Send a Slack digest with drafted invoices, exceptions, and questions. If the rate card is unclear, ask me whether to follow last month’s billing or apply the new contract terms.
Collect Payments
Send this month’s issued invoices in Xero by email to the customer’s billing contact, and chase the ones that stay open. Apply the firm’s collection cadence for this client (for example, reminder at day 15, second notice at day 30, escalation at day 45). Ask me where the firm stores the cadence template if you cannot find it. If an invoice crosses 60 days without payment or sits in dispute, do not send anything new, flag it for me. Return a Slack report with sent, paid, in-chase, and disputed invoices, and surface any customer that asked for a payment plan.
Apply Cash
Reconcile this month’s cash receipts in NetSuite against open invoices. If the bank account is not connected, ask me to connect it before you start. Match Automated Clearing House (ACH) credits, wire transfers, lockbox deposits, and bundled receipts to their invoices using the connected bank feed. When the remittance reference is ambiguous, ask me whether to prioritize customer, amount, or value date. Do not close items with material differences without approval. Save the receipt, the matching invoice, and the reconciliation pack to Google Drive, and leave a list of open items with reasons.
Reconcile AR
Close the AR subledger for this month in Sage Intacct. Compute DSO by customer, aging buckets (0-30, 31-60, 61-90, 90+), bad-debt exposure, and total AR balance. Ask me which materiality threshold to use for escalation and whether to exclude customers on long-term payment plans. Flag customers crossing the firm’s threshold, missing journal entries, and orphan receipts. Pause before posting any write-down or reclassifying disputed AR. Return the AR close pack in Slack with metrics, aging schedule, and items needing decision.
Up to 80% Lower Cost to Serve
For accounting firms, the AR question is cost per clean client close. Minded positions the AI bookkeeper for up to 80% lower cost to serve by moving repeat AR work from staff queues into supervised agent runs, without removing approval controls.
End-to-End AR Without the Hand-Offs
Most ar automation software stops at invoicing, at the dunning email, or at the cash-application step. An ai accounts receivable agent should run issue, send, chase, cash application, ar reconciliation, and archive in one controlled workflow. For sibling pieces, see customer invoicing with AI and AI payment collection.
AR That Learns Your Firm's Collection Rules
Generic dunning templates break when two clients want different tones for the same overdue invoice. AR that learns your firm’s collection rules should remember cadence, escalation step, and payment-plan policy per client books, not globally. That matters when an outsourced bookkeeper manages mixed industries with different commercial terms.
How does Minded run accounts receivable automation day to day?
Minded helps prepare customer invoices, monitor open balances, follow up on payment collection, apply received cash, and flag exceptions for review. The AI bookkeeper works from your accounting system and connected inbox or files, so operators can supervise AR work instead of manually chasing every invoice.
Can Minded support AR automation software workflows across QuickBooks Online, Xero, NetSuite, Sage Intacct, and Zoho Books?
Yes. Minded is built for accounting firms managing mixed client stacks across QuickBooks Online, Xero, NetSuite, Sage Intacct, and Zoho Books. It keeps client-specific rules, invoice formats, payment references, and reconciliation steps separate, which helps AR leads standardize work without forcing every client into one system.
How is Minded different from invoicing-only or collections-only tools?
Tools like FreshBooks or Wave often stop at customer invoicing, while collections platforms such as HighRadius or Versapay focus mainly on follow-up and payment status. Minded connects invoicing, payment collection, cash application, and AR reconciliation in one AI workflow, with exceptions routed back to the accounting team.
How does Minded handle ACH credit, wire transfer, 1099 context, and audit log requirements?
Minded can read payment details from ACH credit and wire transfer records, match them to open invoices, and preserve the supporting audit log. When tax context such as 1099 data is relevant, it can surface missing or inconsistent fields for review, while leaving filing and final compliance decisions to the firm.
Can an AI accounts receivable agent help manage DSO without losing control?
Yes. Minded supports DSO management by keeping invoice status current, prioritizing overdue follow-ups, identifying unapplied cash, and showing which accounts need human review. The firm stays in control of approval rules, tone, escalation paths, and client-specific policies while the AI accounts receivable agent handles repetitive AR work.