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AI agent for accounts receivable specialists

Collections Dispute Evidence Agent

Every dispute resolved with the right evidence, quickly.

Collections Dispute Evidence Agent: what goes in, what the agent does and what you get

What it does

Invoice disputes stall while evidence sits in different systems. This agent maps exactly which items are disputed and why. It then collects the evidence that fits that kind of dispute: proof of delivery for quantity, the contract or price list for price, and the service log for quality. It checks whether the evidence settles the point; if not, it looks for other evidence or adjusts the claim. When the evidence shows the customer is right, it proposes a credit note instead of arguing. When the customer's stated reason changes, it re-plans the investigation. It drafts a resolution, and the AR lead approves any customer contact or settlement. Edge case: the delivery note is unsigned, so the agent treats quantity as unproven.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedNo 1 STARTS WHEN Dispute received 2 DOES Map disputed items and the reason 3 USES A TOOL Search for evidence matching the dispute type 4 CHECKS THE RESULT Does the evidence settle the disputed point? If not: look for other evidence or adjust the claim.Back to step 3. 5 DOES Draft the resolution 6 YOU APPROVE AR lead approves contact or settlement 7 RESULT Documented dispute review
Read the steps as a list
  1. Dispute received
  2. Map disputed items and the reason
  3. Search for evidence matching the dispute type
  4. Does the evidence settle the disputed point?If not: look for other evidence or adjust the claim. Back to step 3.
  5. Draft the resolution
  6. AR lead approves contact or settlementThe agent waits here for your OK.
  7. Documented dispute review

How it decides

It matches evidence type to the dispute type and re-plans when the reason changes.

  • Evidence type is chosen by the dispute reason.
  • Adjust the claim when the evidence shows the customer is right.
  • Unsigned delivery evidence does not prove quantity.
  • A changed dispute reason restarts the evidence search.

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Evidence sources per dispute type (delivery system, contract store, service log)
  • Dispute amount that needs a manager's approval (default $5,000)
  • Days before an unresolved dispute is escalated (default 14)
  • Tone of the drafted resolution
  • Who approves settlements

What keeps you in control

It always asks you first

  • Customer contact
  • Settlements
  • Legal action

Hard limits

  • No settlements without approval.

It stops when

  • Done: resolution drafted.

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensOn February 14 a customer disputes a $12,000 invoice for 100 units, saying only 90 arrived. The agent pulls the signed delivery note, which shows 90 units. The evidence supports the customer, so the check fails for the full claim. It adjusts and drafts a $1,200 credit note proposal for 10 units, keeping the rest due. The AR lead approves sending the resolution.

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