The customer says they never received the invoice

The Problem: Ensuring Invoice Delivery

In B2B transactions, sending an invoice doesn’t guarantee it will reach the intended recipient. It could be lost in spam, sent to an unmonitored inbox, or directed to a contact no longer with the company. This leads to aging reports showing overdue payments, causing cash flow issues and potential relationship strains. For finance teams that rely on timely payments, understanding whether an invoice was received and read is a critical component of the invoice-to-cash cycle.

How Most Providers Handle It Today

Traditional accounts receivable solutions often lack the capability to track message engagement effectively. Most systems send invoices but do not verify delivery or engagement, leaving finance teams in the dark. Often, companies end up resending invoices without knowing if the problem was with delivery or attention. This approach not only wastes time but also delays payment cycles and risks damaging customer relationships by repeatedly contacting the same person.

ARPilot's Approach: Transforming Silence into Insight

ARPilot revolutionizes how finance teams handle undelivered invoices by integrating AI-driven follow-up mechanisms that track whether messages are opened. When silence is detected, ARPilot escalates the follow-up process by reaching out to secondary or tertiary contacts already stored in the account. This proactive approach ensures that delivery problems are identified and addressed promptly, minimizing the chances of invoices slipping through the cracks.

Key Benefits and Measurable Outcomes

1. Silence as Insight: By tracking message engagement, ARPilot turns non-responses into actionable data, allowing teams to identify and rectify delivery issues early in the cycle.

1. Multi-Contact Escalation: By automatically escalating to other contacts within the account, ARPilot ensures that invoices receive the necessary attention, significantly reducing payment delays.

1. Enhanced Cash Flow Management: With ARPilot, finance teams can maintain a more accurate aging report reflecting actual payment statuses, which improves cash flow projections and financial planning.

1. Improved Customer Relationships: By preventing repeated contacts to the same individual and ensuring invoices reach the right person, ARPilot helps maintain positive client relationships and reduces friction.

FAQ

How does ARPilot track whether an invoice was received?

ARPilot tracks message engagement, noting whether an email was opened. If an invoice remains unopened, the system flags it for escalation to secondary contacts, ensuring the invoice reaches the appropriate personnel.

What happens if an invoice still isn’t acknowledged after escalation?

ARPilot will continue escalating through the designated contact hierarchy within the client's account until the invoice is acknowledged, providing a structured follow-up process that leaves no invoice unaddressed.

Can ARPilot integrate with our current accounting software?

Yes, ARPilot syncs bidirectionally with QuickBooks Online and can connect with other systems via REST API, CSV import, or custom adapter under an Enterprise agreement, making integration seamless.

How does ARPilot improve cash flow management?

By ensuring that invoices are delivered and acknowledged promptly, ARPilot helps finance teams maintain accurate aging reports and cash flow projections, reducing the likelihood of late payments and improving overall financial health.

What makes ARPilot different from other accounts receivable solutions?

Unlike other solutions, ARPilot incorporates human approval at every stage, ensuring no customer-facing actions occur without oversight. This, combined with its comprehensive invoice tracking and escalation process, sets ARPilot apart in delivering reliable, efficient accounts receivable management.