Use case 02 · Finance operations

Collections & cash application

Late reminders, disputes stuck in inboxes and payments matched by hand. Prioritise the ledger, chase politely and apply cash automatically.

Any B2B sellerWholesaleLogisticsProfessional servicesManufacturing

The evidence

Why this workflow costs more than it should.

43%Share of US B2B credit sales that are overdue (Atradius Payment Practices Barometer, US 2025)¹

5%Share of US B2B invoice value that ends as bad debt. Western Europe: 47% overdue, 6% bad debt^1,2

45 daysAverage US B2B payment terms, so cash already waits six weeks before any delay¹

The problem

Reminders go out late or inconsistently. Disputes sit in inboxes, and incoming payments are matched to invoices by hand from bank statements and remittance emails. Every day of delay ties up working capital. Every invoice that goes stale raises the risk of a write-off.

Market demand

AR automation is estimated at USD 3.4B (Mordor Intelligence) to 4.8B (Grand View Research) in 2025, growing about 12–13% a year^3,4. Cloud offerings dominate. Mordor reports e-invoicing is now mandatory in more than 80 jurisdictions, which pushes finance teams toward automated cash application⁴.

Integration footprint

Open items: accounting or ERP API
Payments: bank feed or statement files, plus the remittance inbox
Outreach: email (and SMS where allowed) from the client's own domain
CRM context: optional, for account-owner escalation
Tone and policy rules: set by the client's finance team

The workflow

Five steps, one human checkpoint.

The agent does the repetitive work. People decide the exceptions. Every action is logged against the baseline.

01 · PRIORITISE

Rank the ledger daily

Score open items by amount, age and customer payment history.

02 · REMIND

Personalised sequences

Polite, on-brand reminders with the invoice copy and a pay link attached.

03 · TRIAGE REPLIES

Read the answers

Classify each reply as promise-to-pay, dispute, wrong contact or remittance, and act on it.

04 · HUMAN CHECK

Disputes & key accounts

Escalate to the account owner with a summary and the full thread.

05 · APPLY CASH

Match & reconcile

Match bank lines to invoices, including partial and bulk payments, and post them.

KPIs tracked from day oneDSO% current vs overdueBad-debt write-offsUnapplied cashHours spent on collections

The product

What your team works in.

One screen for the queue, the evidence and the decision. Exceptions come with the reason and a suggested action, so reviewing one takes seconds.

Product preview · sample data

NEWMIND · Collections / Cockpit

Agent running

Collections cockpit

Ledger ranked by value × risk · refreshed 06:00

Run today's sequence

DSO41 d▼ 6

Overdue22%

Unapplied cash$3.1k

Auto-matched94%

Ageing

Current

1–30

31–60

61–90

90+

Reply from Keystone ToolsDispute

Customer09:14“Invoice 8812 bills the old rate. Please resend at the agreed price.”

Agent summaryNeeds ownerContract rate confirmed lower by $1,240. Draft credit note prepared for approval.

Customer	Open	Oldest	Next step
BLBluewater Retail	$42,300	38 d	Promise to pay · Fri
KTKeystone Tools	$18,950	54 d	Dispute · pricing
OROrchard Foods	$9,720	12 d	Reminder 2 sent
SVSummit Ventures	$27,480	71 d	Escalated to owner

The savings model

What it could be worth.

Market research model · based on published benchmarks

B2B company, USD 20M annual credit sales

Two levers. Cutting DSO frees working capital (a one-off release of cash). Reducing bad debt is a recurring P&L saving. Baseline bad debt uses the Atradius US figure of 5%. The 5-day and 1-point improvements are assumptions.

Cash freed by −5 days DSO20M ÷ 365 × 5	≈ $274,000
Baseline bad debt (5%)	$1,000,000 / yr
Bad debt −1 point (to 4%)	$200,000 / yr

≈ $200k / yr + $274k cash

How to read this model. It uses the published benchmark as the baseline and states every assumption. Your own figure comes from measuring your workflow during the feasibility audit.

Sources

1
Atradius, Payment Practices Barometer — B2B payment practices trends in the US 2025 (240 US companies). group.atradius.com/knowledge-and-research/reports/b2b-payment-practices-trends-in-the-us-2025
2
Atradius, Payment Practices Barometer — B2B payment practices trends in Western Europe 2025. group.atradius.com/knowledge-and-research/reports/b2b-payment-practices-trends-western-europe-2025
3
Grand View Research, Accounts Receivable Automation Market (USD 4.79B in 2025, 13.2% CAGR 2026–2033). grandviewresearch.com/industry-analysis/accounts-receivable-automation-market-report
4
Mordor Intelligence, Accounts Receivable Automation Market (USD 3.44B in 2025, 11.64% CAGR 2026–2031). mordorintelligence.com/industry-reports/accounts-receivable-automation-market

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