Automating invoice follow-up on a Xero ledger

The Problem: Why This Matters

For businesses using Xero, managing overdue invoices often devolves into a chaotic mix of spreadsheets, calendar reminders, and last-minute Friday scrambles. Xero efficiently displays overdue payments but lacks the functionality to actively pursue collections. This gap leaves finance teams burdened with manual follow-up tasks that detract from more strategic financial management. The result is inconsistent follow-up, potentially strained client relationships, and a negative impact on cash flow.

How Most Providers Handle It Today

Currently, many accounts receivable solutions offer automation but at the expense of human oversight. These systems often send automated messages directly to clients without requiring approval from a finance team member, risking errors and potentially damaging customer relationships. While they can streamline some processes, they often operate in a siloed manner—handling specific tasks like reminders or payment capture but leaving the seams unaddressed. This partial automation fails to provide a comprehensive solution and often necessitates additional manual intervention, resulting in inefficiencies and incomplete visibility into the cash cycle.

ARPilot's Approach: Solving the Problem Differently

ARPilot stands apart by ensuring human oversight is an architectural feature, not just an option. The platform automates the entire invoice-to-cash process, including multi-channel outreach, payment plans, and dispute intake—all while integrating seamlessly with Xero. Invoices are imported via CSV or REST API, and every customer-facing action requires human approval before execution. This approach maintains Xero as the system of record and prevents any automated write-back actions without explicit human authorization. By retaining control over customer communications and ledger updates, ARPilot bridges the gap that other providers leave open, delivering a solution that is both comprehensive and secure.

Key Benefits and Measurable Outcomes

1. Enhanced Control and Accuracy: Every communication and ledger update is queued for human approval, ensuring accuracy and control over customer interactions and financial records.

1. Consistent Cash Flow Management: Automated follow-ups run on schedule, regardless of human oversight, ensuring that invoices are consistently managed and cash flow is optimized.

1. Comprehensive Solution: ARPilot covers the entire cash cycle, from outreach to payment capture, providing a cohesive solution that eliminates the need for multiple disparate tools.

1. Integration with Xero: By syncing with Xero through CSV import or REST API, ARPilot keeps your existing financial systems intact while enhancing their functionality.

1. Measurable Outcomes: Companies can expect a reduction in overdue invoices, improved cash flow, and more time for strategic financial planning due to less manual intervention.

FAQ

How does ARPilot integrate with Xero?

ARPilot integrates with Xero via CSV import or REST API, allowing invoices to be imported and managed within ARPilot while keeping Xero as the system of record. All actions are subject to human approval, ensuring no changes occur without oversight.

Can ARPilot automate follow-ups without losing control over customer interactions?

Yes, ARPilot automates follow-ups while maintaining control over customer interactions. Every message and ledger update requires human approval before execution, ensuring that customer relationships are preserved and errors are minimized.

What happens if an invoice is disputed in ARPilot?

If a customer disputes an invoice, ARPilot automatically pauses the collection process for that invoice. This allows your team to address the dispute without further complicating the situation with unnecessary follow-ups.

How does ARPilot ensure accurate cash application?

ARPilot uses a published rubric to score incoming payments based on amount, date proximity, payer-name similarity, and reference. Payments with a confidence score of 0.95 or higher are automatically applied, while those between 0.70 and 0.95 are queued for human review, ensuring accuracy and reducing manual workload.

Is ARPilot suitable for companies with a small number of invoices?

Yes, ARPilot is designed for companies invoicing on terms, from a few dozen invoices a month to thousands. It offers a free tier for up to 10 invoices per month, making it accessible for businesses of varying sizes.