Gamut
Invoice & AR Chase

Invoice & AR Chaser Agent

Chase every unpaid invoice in your own voice and get paid faster without the awkward follow-ups.

Updated

Connects with

QuickBooks OnlineQuickBooks OnlineXeroXeroFreshBooksFreshBooksAirtableAirtableNotionNotionGoogle SheetsGoogle SheetsGmailGmail
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The problem it solves

Overdue invoices pile up while no one has time to chase them, so cash you have already earned sits unpaid for months. This agent reads your open invoices every weekday, sends one clear reminder per past-due customer in your own voice, and escalates the worst-aging accounts so you collect faster without nagging people yourself.

Who it's for

  • Home and field service businesses (HVAC, pest control, landscaping, cleaning, painting, alarm)
  • Trades, subcontractors, and general contractors carrying receivables
  • Agencies and consultancies billing clients on terms
  • Accounting and bookkeeping firms managing AR for themselves or clients
  • Wholesale, distribution, and manufacturing operations with net-terms customers

What it does

  1. 1

    Pull open invoices

    Every weekday morning it reads all unpaid and partially paid invoices straight from your accounting platform, capturing customer, amounts, due dates, and balance.

  2. 2

    Age into buckets

    It calculates days past due for each invoice and sorts them into current, 1-30, 31-60, 61-90, and 90+ aging buckets.

  3. 3

    Reconcile the tracker

    It matches each invoice to a row in your tracker by invoice number, updates balances and status, and marks anything now paid so it stops chasing it.

  4. 4

    Decide who is due

    Using your chosen dunning cadence and each invoice's reminder history, it selects exactly which past-due customers should hear from you today.

  5. 5

    Send reminders in your voice

    It emails one consolidated reminder per customer listing every overdue invoice and a payment link, with tone matched to the oldest bucket and written to sound like you.

  6. 6

    Escalate aging accounts

    When an account crosses your escalation threshold with no payment or active plan, it marks the row Escalated and alerts whoever owns collections.

  7. 7

    Hold on replies

    If a customer says they paid, asks for a payment plan, or disputes a charge, it pauses reminders and flags the reply for you instead of responding on its own.

  8. 8

    Report cash and AR weekly

    Once a week it posts a digest showing total AR outstanding, the aging breakdown, what was collected, escalations, and the top of your chase list.

Key benefits

  • Collect overdue invoices faster and shrink the cash gap between work done and money received
  • Every reminder sounds like you wrote it, not a generic bot, because it learns from your real sent emails
  • One consolidated email per customer instead of a separate nag for each invoice
  • The worst-aging accounts get escalated to the right person automatically before they go stale
  • A weekly cash and AR digest keeps you on top of exactly what you are owed and what is at risk
  • It never chases an invoice that was already paid, because your accounting platform is always the source of truth

Sample use cases

A landscaping company has fifteen customers past due across several invoices each

The agent sends each customer one email listing all of their overdue invoices with a payment link, so no one gets buried under separate reminders and the owner never lifts a finger.

A client is 75 days past due on a large balance with no response to earlier reminders

The agent escalates the account, marks it Escalated in the tracker, and posts it to the collections owner with the balance, age, and full reminder history.

A customer replies saying they already paid last week

The agent pauses all reminders for that account, sets the row to Hold, and surfaces the reply in the digest for you to reconcile rather than confirming payment itself.

Monday morning and you want to know where your cash stands

The weekly digest shows total AR outstanding by aging bucket, what was collected, who was reminded, and the top of the chase list so you can act on the real risks.

Key integrations

  • QuickBooks Online, Xero, or FreshBooks

    Your accounting platform, read as the source of truth for open invoices and payment status.

  • Airtable, Notion, or Google Sheets

    The tracker where every invoice, reminder, escalation, and status change is logged for audit.

  • Gmail or Outlook

    Sends each reminder as an individual email from your own connected account, never a shared or Gamut-owned address.

  • Slack

    Receives the weekly cash and AR digest plus escalation and reply alerts (optional; falls back to email).

Carrying receivables is one thing; chasing them is another, and it is the task that quietly slips when the team is busy. Improving your accounts receivable turnover usually comes down to consistent, timely follow-up, which is exactly the work this agent handles every weekday without anyone having to remember to do it.

Because your accounting platform stays the source of truth for payment status, the agent re-checks it before every send and stops chasing the moment an invoice is paid. You stay in control of the sensitive calls, disputes, payment plans, and proof-of-payment claims, while the routine reminding and reporting runs on its own.

Getting started

  1. Import the workspace — Add the Invoice & AR Chaser template to Gamut to set up the agent in your workspace.
  2. Run agent onboarding — On import the onboarding interview launches automatically to connect your accounting platform, tracker, email, and Slack, set your dunning cadence and escalation rules, and capture 2-3 of your real reminder emails so it matches your voice.
  3. Give it a first task — Ask it to read your open invoices and tracker in dry-run mode and show what it would do today, so you can confirm the plan before anything sends.

Frequently asked questions

Does the agent send reminders or escalate accounts without my approval?

Nothing auto-sends until you confirm the first dry-run looks right. After that it follows your set cadence and escalation rules, but it never confirms a payment, agrees to a payment plan, or settles a dispute on its own.

Which accounting and other systems does it work with?

It reads open invoices from QuickBooks Online, Xero, or FreshBooks, logs activity to Airtable, Notion, or Google Sheets, and sends reminders through Gmail or Outlook. The weekly digest and escalation alerts post to Slack, or fall back to email if Slack is not connected.

How is this different from chasing invoices manually or with generic accounts receivable software?

Most accounts receivable solutions blast templated dunning emails that read like a bot. This agent writes each reminder in your own voice from your real sent emails, consolidates every overdue invoice per customer into one message, and re-checks your accounting platform before each send so it never chases an already-paid invoice.

Will customers get a separate email for every overdue invoice?

No. The agent consolidates all of a customer's overdue invoices into a single reminder with the full list and a payment link, and it never emails the same customer twice in one day.

What happens when a customer disputes an invoice or asks for a payment plan?

It pauses reminders for that account, sets the tracker status to Disputed, Payment plan, or Hold, and surfaces the reply in the digest for your attention. Those decisions stay with you.

How much does the Invoice & AR Chaser agent cost to run?

The template itself is free to import, and it needs no separate API keys since every account connects through Gamut during onboarding. You only need your existing accounting, email, and tracker tools.