Architecture, Engineering & Design Invoice & AR Chase Agent

The problem it solves

AEC firms run on project fees, but clients sit on invoices, draw requests stall in approval chains, and chasing payment can feel like it risks the relationship, so AR follow-up gets deprioritized. This agent handles the chase in the principal's voice, escalating by aging tier and keeping cash position visible, so the practice gets paid on time without souring client trust.

Who it's for

• Architecture firms billing on project or retainer fees
• Civil and structural engineering studios
• MEP consultants managing multiple simultaneous projects
• Interior design and land planning practices
• Principals and project managers responsible for AR recovery

What it does

1. 1

   Pull and age open AR

   Pulls open invoices and AIA draw requests from your project accounting system and groups them by client, project, and aging bucket (0-30, 31-60, 61-90, 90+ days).

2. 2

   Flag retainage and disputes

   Separates retainage holdbacks and disputed amounts so they are not chased until release conditions are met or a principal approves.

3. 3

   Draft first-touch reminders

   Writes brief, collegial reminders in the principal's voice for invoices 0-30 days past due, referencing the invoice number, project, amount, and due date.

4. 4

   Escalate by aging tier

   Increases directness at 31-60 days and, at 61+ days, routes outreach to both the client's project manager and accounts payable department.

5. 5

   Draft demand letters at 90+ days

   Produces a formal demand letter in the principal's voice with a clear deadline and next steps, flagged for principal approval before sending.

6. 6

   Watch lien and stop-notice deadlines

   For construction-phase services, notes when preliminary notice or lien rights windows are approaching so the firm can act before rights expire.

7. 7

   Log every action

   Records the date, contact, method, and outcome of each outreach and updates billing notes or customer memos in the configured system.

8. 8

   Deliver a weekly digest

   Every Monday, generates a practice-wide summary of total AR by bucket, largest balances, tier changes, and projected cash receipts for the week.

Key benefits

• Get paid faster without assigning AR follow-up to a partner's already full week
• Keep every message in the principal's voice, never collection-agency language
• Escalate older balances with the right tone and the right recipients automatically
• Stay ahead of lien and stop-notice deadlines on construction-phase work
• Walk into partner meetings with a clear, current picture of cash and AR
• Protect client relationships by never chasing retainage or disputed line items

Sample use cases

Key integrations

• Deltek Vision / Vantagepoint

  Primary project accounting source for AR aging, invoice history, and per-project billing notes.

• BQE Core

  Project accounting and time-billing platform; pulls open invoices, client records, and project billing data.

• QuickBooks

  Used for payment reconciliation and customer-level memo logging, especially in firms running a dual-system setup.

• Ajera

  Deltek-family project accounting system; pulls AR aging and project billing records for firms running Ajera as their primary platform.

Getting started

1. Import the workspace — Import this workspace into Gamut and the agent and its onboarding skill load automatically.
2. Run the onboarding skill — Type 'run agent-onboarding' in the chat to answer a short set of questions about your firm, your billing systems, and your AR policies.
3. Give it a first task — Ask it to pull every invoice past due more than 30 days and draft first-touch emails, or to generate this week's AR digest.

Frequently asked questions