Meet the finance agent
Accounts receivable software that works in your systems
The finance agent is accounts receivable software connecting Salesforce, QuickBooks and BILL to your team in Slack. It prepares the purchase order, invoice, payment link and customer email, then checks payment status before drafting follow-ups. You approve the booking, the first email and every reminder.
New Closed-Won · by Ray Okafor
Pinecrest USD — 8 sensors, 1-year licence
- Total
- $7,412.50
- Supplier quote
- $5,530.00
- Sales tax
- $612.50
- Installation
- $0.00
- Margin
- $1,270.00
- Purchase type
- Customer direct PO
Close 2026-04-14 · Term 1 year
Approved by @Ines Farrow · QBO · BILL · Email
Stand-ins. The card is the real one; the deal is not.
Two steps to start. Every reminder approved.
The first approval books the deal. The second sends the invoice email. After that, each proposed reminder comes back for its own approval. Your team keeps control of what reaches the customer.
Approve
One card in the finance channel with the whole deal on it. One click books the purchase order, the invoice and the income row.
Send now
The invoice email, drafted in your own orders mailbox with the payment link and the PDF attached, sits in the thread. Read it, edit it in Gmail, or send it. That click is the only way an email ever reaches a customer from this system.
Walk the process
Accounts receivable automation, from the closed deal onward.
The stage change in Salesforce starts the handoff. The finance agent reads the deal, prepares the next step and stops wherever an approval matters.
- Closed-WonIt notices in seconds, pulls the whole deal and checks the margin against your blueprint.
- Rep confirms the ship-toA card in their own channel: shipping here, right? Fix the quote and it updates itself.
- YouApproveOne click. Nothing financial exists before it.
- BookedSupplier PO and customer invoice, the income row, the payment link and PDF.
- DraftedIn your orders mailbox: payment link in the body, invoice and ACH instructions attached.
- YouSend nowThe only way a customer ever hears from it.
- Checked before every reminderPaid, partially paid or replied, and the reminder changes or stops.
- YouApprove each reminderOn your schedule. It remembers, checks and writes; you say yes.
What lands in the thread
Every record it created, with a button to open it.
Under the deal card, in its thread, is the booking as it happens, each record with a button to open it where it lives. Notice the last line: that run had been approved and interrupted. It found the purchase order and invoice it had already made and continued. It did not make a second invoice.
Before preparing the customer email, it waits for the QuickBooks invoice to sync to BILL, then checks that the customer, total and open status match. A payment link belongs to that verified invoice, so the person reviewing the draft can follow the same record through both systems.
QuickBooks purchase order
- Vendor
- Meridian Sensor Co.
- Amount
- $5,530.00
- PO
- #31188
QuickBooks customer invoice (internal A/R)
- Amount
- $7,412.50
- Invoice
- #LS-2026-0412
- Sales rep
- Ray Okafor
- Class
- Meridian
BILL invoice
- Invoice
- LS-2026-0412
- Amount
- $7,412.50
Invoice email drafted
To: ap@pinecrest.example · Cc: finance@larkspursystems.example · Subject: Invoice from Meridian Sensor Co. and Larkspur Systems · Attachments: invoice-LS-2026-0412.pdf, ACH instructions.pdf
Resuming a previously approved flow — already exists: PO 31188, invoice LS-2026-0412. Continuing with the remaining steps.
What the customer receives
The invoice email, exactly as sent.
Sent from your orders mailboxafter one click in SlackInvoice from Meridian Sensor Co. and Larkspur Systems — Pinecrest USD, 8 sensors, 1-year licence
Hello Dana,
Thank you for choosing Larkspur for your Meridian purchase. Attached is a copy of the invoice for the products and services on the order.
Please note terms: payment due before shipment.
You can pay online here: payment link. We also accept ACH; the instructions are attached. Cheques are payable to Larkspur Systems.
Finance Team
Larkspur Systems
Drafted in your mailbox, from your address, in your words, with the invoice PDF and your ACH instructions attached.
The part your CFO will care about
In the workflow shown, the card payment option passes the processing fee to the payer. Payment settings need to match your account and agreed setup. The agent prepares the email after booking; when it leaves your mailbox remains your decision.
The follow-up engine
A reminder queue with the current balance behind it.
Invoice follow-up automation with a person still in it. This example schedules drafts in business days from the first invoice email. The final two use your business’s configured cancellation wording. The schedule prepares a review; it never authorizes a send or cancels an order itself.
Before every reminder, it checks:
- Paid? The reminder never happens, and the row closes itself.
- Replied? The cadence stops and a person takes over the conversation.
- Partially paid? The reminder is rewritten from the real remaining balance.
- Cannot read payment status? It sends nothing and flags the row. Silence beats a dunning letter to someone who paid last Tuesday.
@Ines Farrow, do we need to follow up with Pinecrest USD (8 sensors) 1YR?
BILL openQBO openGmail no reply
Stage Sent · Due 2026-05-14 · Amount $7,412.50 · Days since sent 14
Proposed email · Subject: Meridian Pinecrest USD invoice is due
Hello Dana,
Following up on the Pinecrest USD invoice: the $7,412.50 balance is due on May 14. You can pay online here: payment link. If payment has already been sent, please disregard this and let us know the method.
Every morning
Accounts receivable management, in one daily message.
A daily digest lands in Slack: every open order colour-coded by how long it has been sitting, the ones just paid, and a full CSV attached. Mention it and ask in plain English — who owes us money, what’s overdue, what’s waiting on me — and it answers from Salesforce, QuickBooks and BILL with a link to the record. The AI phrases the answer; every number came out of a system of record.
What it connects to
Read here, write there, and one it will never write to.
| System | What it does there |
|---|---|
| Salesforce | Watches for Closed-Won and reads the deal. Read-only. |
| QuickBooks Online | Creates the supplier PO and the customer invoice from one blueprint. |
| BILL | Payment link and PDF for the synced invoice. |
| Stripe | The card rail, where the fee is charged to the payer. |
| Gmail | Drafts every email from your orders mailbox. Sends nothing without a click. |
| Airtable | Logs the income row for reporting. |
| Slack | The dashboard: every card, approval and answer. |
Runs on
Salesforce
QuickBooks
BILL
Gmail
Airtable
Slack
Stripe
OpenAI
What an agent reads and writes in each system is documented under integrations.
Why it will not embarrass you
Automation that touches money has to be boring.
Each approval is claimed once
A double-click, a retry, two people at once: only one approval proceeds. Booking and the first send have separate gates; every later reminder needs its own approval.
Never deletes
No delete, void or archive call exists in the product. Your audit trail is never tidied.
Cannot duplicate on a crash
It looks for a record already carrying the deal's marker before creating one, and asks a person if unsure.
Salesforce is read-only
Structurally incapable of writing to your CRM, and every bulk operation is capped.
Who it is for
Reseller-shaped businesses that live in Slack.
- You close deals in Salesforce and book them in QuickBooks Online
- You buy from a supplier per order: purchase order, invoice, collect
- Your team runs in Slack
- Dropped follow-ups cost real money, and nobody has a collections team
If “has that customer paid yet?” means opening three tabs, this is aimed at you. It runs as one always-on service, on a small cloud host or in your own environment, and it alone holds your credentials. The existing workflow is configured around your vendor record, accounts, margin blueprint, channels, cadence and wording. Different systems or booking rules need their own scope. It is in production today for a customer that resells hardware and books deals this way.
Choosing the right scope
Which accounts receivable solutions fit the work?
Native invoice reminders
Start with the reminders already available in QuickBooks or BILL if your invoice is ready and the main job is asking for payment. That may cover the requirement without a custom build.
A configured finance agent
Consider this workflow when the work crosses systems: a Salesforce deal becomes a QuickBooks booking, BILL supplies the payment link, Gmail holds the draft and Slack holds the approval. The value is coordinating that handoff and checking before follow-up.
A broader receivables platform
If the requirement includes credit decisions, cash application or replacing your accounting system, compare products built for those responsibilities. This invoice collection software does not claim to perform them. A longer feature list is useful only when it matches the work you need done.
Compare the native options in the official QuickBooks reminder guide and BILL accounts receivable overview.
Before connecting your accounts
What setup needs from your team.
Bring one complete deal
We walk through the Salesforce account, contacts and line items, supplier quote, customer invoice and payment path. Your finance lead confirms the vendor, account mapping, margin rules and who can approve. The walkthrough establishes whether the existing flow fits or a different build is needed.
Agree the records and documents
The example uses structured deal and invoice records, an invoice PDF and your supplied ACH instructions. It is not a promise to interpret any financial document you upload. We agree required access, document locations and handling before connecting accounts; the customer remains responsible for the source records.
Review the exceptions together
Test the ordinary booking alongside a resumed run, a partial payment, a customer reply and an unreadable payment status. Your team decides who owns the flagged items. The agent can pause and surface a problem; a person resolves it in the appropriate system.
Set the running scope
Agree the reminder wording, approval channels and schedule, then review the drafts and records together. The proposal defines the build, hosting, monitoring, support responsibilities and costs. Changes to systems or rules are scoped explicitly, so a configured workflow does not become an assumed unlimited service.
Compare the custom build pricing approach or book a finance workflow walkthrough. We scope the handoff before quoting it, with no promise that software can guarantee when a customer pays.
Accounts receivable software questions
What does this accounts receivable software replace?
The manual handoff between your existing systems: retyping a closed deal, finding the payment link, drafting the invoice email and remembering the next follow-up. QuickBooks and BILL remain the financial records. The finance agent connects the work around them; it does not replace your ledger or your finance team.
Is this a collections agency?
No. It is invoice follow-up for money you are owed on invoices you sent. It reminds, it checks, it hands a conversation to a person. It does not negotiate, it does not threaten, and it has no legal collection function.
Does it ever email a customer on its own?
No. The invoice email and every reminder sit in Slack as a draft until a person clicks Send. That is a design decision, not a setting.
What if the customer already paid, or wrote back?
It checks BILL, QuickBooks and the mailbox before every reminder. Paid, and the reminder never happens. Replied, and the cadence stops for a person. Partially paid, and it is rewritten from the real balance. Unreadable, and it sends nothing and flags the row.
Can it change anything in Salesforce?
No. The connection is read-only by construction. It watches for Closed-Won and reads the deal; it cannot write a field.
Is an AI collections agent the same as a full accounts receivable system?
No. This agent handles a defined invoice and follow-up workflow. If you need credit underwriting, automatic cash application or a replacement ERP, those are outside the supported scope described here. We establish fit against your actual process before proposing a build.
Can it handle disputed invoices?
A customer reply stops the reminder cadence for a person to review. The agent does not negotiate a dispute, agree a settlement or decide whether a customer should pay. Your team owns that conversation and the next action.
What does it cost?
A custom build with a fixed discovery fee, a fixed project price and a flat monthly running fee. The systems, booking rules and exception handling determine the scope. We agree the work and running responsibilities before quoting; there is no published flat price for every finance workflow.
Walk one deal through your accounts receivable workflow.
Bring one real deal. We will walk it from Closed-Won to the reminder schedule on your own systems.