Replacing the collections spreadsheet

The Problem

For many B2B finance teams, managing collections through spreadsheets is a common practice, yet it is fraught with inefficiencies. Each month requires a new tab, color codes are often undocumented, and last-contacted dates are based on memory rather than fact. This system works only as long as the person who created it is available, leaving companies vulnerable during holidays or staff turnover. A misplaced number or overlooked date can lead to missed payments, strained customer relationships, and inaccurate cash flow forecasting.

How Most Providers Handle It Today

Typically, companies rely on fragmented tools or manual processes that address only parts of the accounts receivable cycle. Some platforms offer reminder systems, but they often lack the integration needed for a comprehensive view of customer interactions. These solutions might automate reminders, but they do not ensure accuracy or consistency across the invoice-to-cash process. The absence of a unified platform leads to missed communications, inconsistent follow-ups, and manual intervention that fails to adapt to changes in staffing or business operations.

ARPilot's Approach

ARPilot addresses these challenges by offering an integrated, AI-driven platform that runs the entire invoice-to-cash cycle, while maintaining human oversight for every customer interaction. Unlike other solutions, ARPilot ensures that nothing is sent to a customer without approval, and no data is written back to the accounting ledger without a human check. The platform syncs bidirectionally with QuickBooks Online and connects with other systems through REST API, CSV import, or custom adapters under an Enterprise agreement. This structure replaces the manual maintenance of spreadsheets with an approval-based workflow that adapts to your team’s needs.

Key Benefits and Measurable Outcomes

By transitioning from spreadsheets to ARPilot, companies can achieve several tangible benefits:

• Consistent Follow-ups: Automated sequences ensure that outreach occurs on schedule, reducing the likelihood of missed communications and payments.
• Centralized Data Management: Sequences, contacts, message history, and payment promises are housed in one platform, providing a single source of truth.
• Human Oversight: Every communication is queued for approval, allowing the finance team to focus on strategic decisions rather than data entry.
• Error Reduction: Automatic matching of bank payments to open invoices above a 0.95 confidence threshold minimizes manual errors.
• Enhanced Cash Flow Visibility: Real-time analytics provide a clear and accurate picture of aging and cash flow, improving financial forecasting and planning.

FAQ

How does ARPilot integrate with my existing accounting software?

ARPilot syncs bidirectionally with QuickBooks Online and can connect to other accounting systems through REST API, CSV import, or a custom adapter under an Enterprise agreement.

What happens if a customer disputes an invoice?

ARPilot's dispute intake feature pauses collections on the affected invoice, ensuring no further communication is sent until the issue is resolved.

Is there a risk of AI sending incorrect information to customers?

No, ARPilot is designed with human approval at its core. Every communication is queued for review and approval, ensuring accuracy and maintaining customer relationships.

What if my company processes a high volume of invoices?

ARPilot is built for scalability, capable of handling companies that process from a few dozen to thousands of invoices a month, making it suitable for mid-market businesses.

How quickly can I get started with ARPilot?

With a self-serve signup process, you can be live within days of connecting QuickBooks, with no need for an implementation partner.