AR Collections Process Design
The prompt
Design an accounts receivable collections process.
Business type: {{b2b_b2c}}
Payment terms: {{net_30_net_60}}
Average invoice: {{approximate}}
Current DSO: {{days_to_collect}}
Biggest problems: {{customers_go_silent_disputes_invoices_ge}}
Tools: {{accounting_software_email_payment_proces}}
Workflow with:
1. Invoice delivery to maximise on-time payment
2. Pre-due-date reminder: timing and tone
3. Day 0 (due date): automated reminder
4. Day 7 overdue: follow-up escalation
5. Day 30 overdue: senior escalation
6. Day 60+: collections or write-off decision
For each stage: action, owner, message template, tool. Why this works
Pre-due-date communication (a reminder before the invoice is due, not just after it's late) reduces late payments significantly by ensuring the invoice wasn't lost or filed incorrectly. Building the escalation sequence with specific timing (Day 1, Day 7, Day 14, Day 30) creates a predictable cadence that collectors can follow without individual judgment on each account. Including dispute and credit hold triggers ensures the process handles exceptions rather than just the standard collection path.
Risks & review
Collections communications must comply with applicable consumer credit laws (FDCPA for consumer debt) and may be subject to state-specific regulations even for B2B collections. Have your legal counsel review the escalation sequence, particularly the Day 30+ communications, before deploying them at scale. Also review your credit hold policy against customer contracts — some contracts require notice periods before credit hold can be imposed.