Collections software the practice runs across every client sales ledger without rebuilding the chase rules.
Let AI Agent run your collections
Score debtors
"Score the open debtor ledger for this client in Xero at the start of the period. Pull aged debtors, the prior twelve months of payment history per customer and any agreed payment plans on file. Compute a pay-on-time score per customer and segment into pay-on-time, slow-pay, dispute-prone and at-risk cohorts. Apply the practice's risk policy: hold orders for at-risk customers, refer slow-pay to credit control, route disputes to the senior. If a customer's score has dropped materially since last period, ask me before adding the customer to the watch list. Pause before placing any customer on hold. Send a Slack debtor scoring report listing cohorts, watchlist additions and customers for senior review."
Run chase cycle
"Run this period's chase cycle for this client in QuickBooks. For each open invoice past the customer's pay-on-time profile, send the appropriate chase message through Gmail using the practice's template, with the customer's prior context, the open invoice list and the agreed tone. Apply the chase calendar learned from the customer's actual pay rhythm, not a generic 30/60/90 reminder. If a customer responds with a payment promise, log it against the invoice and schedule the follow-up check. Pause before sending any message that would breach the practice's escalation policy. Ask me where the practice keeps the chase template library. Save a note for the practice manager listing chases sent, replies received and payment promises captured this period."
Handle disputes
"Handle disputed invoices for this client's sales ledger in Sage 50. Pull every invoice flagged as disputed, capture the dispute reason from the customer's reply, and gather supporting evidence: original purchase order, delivery note, contract terms and prior credit notes. Prepare a resolution proposal per dispute: full credit, partial credit, payment plan or escalate to the senior. If the dispute touches a contractual term the practice has not seen before, ask me before drafting the response. Pause before issuing any credit note above the agreed materiality. Save the dispute pack with the resolution proposal to Google Drive ready for senior sign-off and customer reply."
Escalate overdue
"Escalate the seriously overdue debtor list for this client in FreeAgent at the end of the chase cycle. Identify customers past the practice's pre-legal threshold by ageing and value, prepare the final reminder, the seven-day statutory notice and the pre-legal pack for the partner with supporting documents attached. Compute the statutory interest and the recovery fees under the Late Payment Act and include them in the pre-legal statement. If a debtor appears insolvent or in administration, ask me before issuing the final reminder. Pause before any pre-legal escalation. Save the escalation pack to Google Drive and notify the partner by email with the recommended next step."
Up to 80% lower cost to serve per debtor
Dunning ladders, statement chase, dispute notes and promise-to-pay tracking stop running one debtor at a time. The AI Agents repeat collections motion across the book, which is where the up to 80% lower cost to serve per debtor comes from, with the senior reviewing escalations and write-off decisions.
Chase calendars that learn each customer's pay rhythm
Generic 30/60/90 reminders miss every customer with a real pattern. The agent learns each customer's pay-on-time profile, the seasonal slow-down and the dispute history, then chases at the right moment. Tie this to AR automation with AI so invoicing and chase share one motion across the practice.
One collections flow across Xero, QuickBooks, Sage 50 and FreeAgent
A real practice runs credit control across clients on Xero, QuickBooks, Sage 50 and FreeAgent at the same time. The same chase, dispute and escalation motion runs in every ledger. See cash flow forecasting with AI and revenue recognition with AI for the surrounding sales-cycle work.
How is this different from Chaser, Satago or in-house Excel chase logs?
Chaser and Satago are designed for a single company chasing its own invoices. Minded sits at a practice level, running collections across many client sales ledgers, with shared dispute patterns, per-customer pay history and the practice's escalation policy. The Excel chase log is replaced by a live exception list.
Can the agent compute statutory interest under the Late Payment Act?
Yes. For B2B debts the agent calculates statutory interest at the published rate above the Bank of England base, applies the standard fixed-sum recovery fee per invoice and prepares the interest invoice or statement note. The senior approves before sending to the customer.
How does the agent handle disputed invoices and credit notes?
Disputed invoices land in a separate queue with the dispute reason captured from the customer's response. The agent gathers supporting evidence from the sales ledger, the original order and the delivery record, and prepares a resolution proposal for the senior. Settled disputes trigger an automatic credit note where agreed.
What happens when a debtor needs pre-legal escalation?
When a debtor reaches the practice's pre-legal threshold by ageing and value, the agent prepares the final reminder, the seven-day notice and the supporting pack for the partner. Onward referral to a debt recovery firm or solicitor stays a partner decision, with the file ready when picked up.
Can the agent run collections across multiple ledgers and currencies?
Yes. Each client carries its own sales ledger, customer list, chase rules and currencies. The agent runs the same chase, dispute and escalation motion across mixed-currency books, applying the FX rate on the day of receipt and posting the realised gain or loss for the close.