Product specifications.

The Automated Debt Collection Agent is a web-based application that streamlines the debt collection process by automatically monitoring overdue invoices, sending personalized reminder emails, and managing escalations. The system integrates with existing accounting platforms or accepts manual file uploads to track and follow up on outstanding payments. In addition multiple users must be able to use the web-based application at the same time.

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User Interface & User Experience

Dashboard Overview

  • Clean, modern interface displaying key metrics at a glance.
  • Summary cards showing: Total overdue invoices, Amount outstanding, Invoices by category (10 days, 20 days, escalation).
  • Recent activity feed.
  • Status indicator showing last system check timestamp.
  • Quick action buttons for manual operations.
A clean, modern dashboard with charts and summary cards for business metrics.

Integration Management

ERP/Accounting System Integration

  • Connection status dashboard showing active integrations.
  • Setup wizard for new integrations with step-by-step guidance.
  • Test connection functionality.

Manual File Upload Interface

  • Drag-and-drop file upload area.
  • Support for Excel files (.xlsx, .xls).
  • File validation and preview before processing.
Illustrative image of data flowing between different systems and platforms.

Email Communication System

Email Composition Interface

  • AI-powered email drafting with customization options.
  • Preview pane showing final email before sending.
  • Merge field insertion for personalization.

Communication Timeline

  • Chronological view of all customer communications.
  • Email status tracking (sent, opened, replied).
  • Response management and threading.
An email interface with various communication tools and a timeline of interactions.

Automation & Scheduling

Automation Rules Configuration

  • Visual rule builder for creating collection workflows.
  • Time-based triggers (daily, weekly, monthly).
  • Condition-based actions (days overdue, amount thresholds).

Schedule Management

  • Calendar view of scheduled actions.
  • Bulk scheduling capabilities.
  • Holiday and business day considerations.
A visual representation of an automated workflow or schedule.

Reporting & Analytics

Performance Dashboard

  • Collection efficiency metrics.
  • Email open and response rates.
  • Average collection time by customer segment.
  • Revenue recovery tracking.
Visual representation of data charts and graphs for business performance.

Third-Party Technologies Required

Email Service Integration

SendGrid, Amazon SES, Mailgun for reliable email delivery.

AI/LLM Integration

OpenAI GPT API or Anthropic Claude for intelligent email drafting.

ERP/Accounting Connectors

QuickBooks API, Xero API, SAP Business One SDK for system integration.

File Processing Services

Microsoft Graph API or Google Sheets API for file handling.