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AI agent for billing specialists

Event Balance Invoice and Deposit Chase Agent

Send accurate final invoices within three days and collect balances on time.

Budgets and moneyOperationsHospitality and eventsManagement
See how it worksGet access
Event Balance Invoice and Deposit Chase Agent: what goes in, what the agent does and what you get

What it does

After the event, the final invoice sits for a week, and then the balance takes another month to arrive. The agent compares the contract with the changes made and the actual headcount, builds the final invoice, and checks that deposits received are credited. It lists extra charges such as overtime, rentals and late additions, each linked to the event log. After the manager approves, it sends the invoice and sets reminders on the due date and after. It watches the bank or accounting system for payment, matches it to the invoice, and chases at set intervals with a firmer tone each time. When payment is partial, it updates the balance. Edge case: a client who disputes a line item. The agent holds reminders and flags the dispute to the manager. The manager approves the invoice and any write-off.

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, continueApprovedYes, continueApprovedNoNo 1 STARTS WHEN Event ends 2 USES A TOOL Read the contract, change log and actual headcount 3 DOES Build the final invoice with extras and the crediteddeposit 4 CHECKS THE RESULT Does each line trace to the contract, a change orthe event log? If not: remove or correct the line, or ask the manager.Back to step 3. 5 YOU APPROVE Manager approves the invoice 6 USES A TOOL Send the invoice and set reminders 7 USES A TOOL Check the accounting system for payment 8 CHECKS THE RESULT Has the full balance been paid by the due date? If not: send the next reminder, or note a dispute orpartial payment and update the balance. Back to step 7. 9 DOES Escalate balances overdue 30 days to the manager 10 YOU APPROVE Manager approves any write-off or payment plan 11 RESULT Invoice closed and logged
Read the steps as a list
  1. Event ends
  2. Read the contract, change log and actual headcount
  3. Build the final invoice with extras and the credited deposit
  4. Does each line trace to the contract, a change or the event log?If not: remove or correct the line, or ask the manager. Back to step 3.
  5. Manager approves the invoiceThe agent waits here for your OK.
  6. Send the invoice and set reminders
  7. Check the accounting system for payment
  8. Has the full balance been paid by the due date?If not: send the next reminder, or note a dispute or partial payment and update the balance. Back to step 7.
  9. Escalate balances overdue 30 days to the manager
  10. Manager approves any write-off or payment planThe agent waits here for your OK.
  11. Invoice closed and logged

How it decides

The invoice equals contract price plus approved changes and extra charges, less deposits. Reminders follow the due date schedule, and disputes pause them.

  • Send the invoice within 3 days of the event
  • Send reminders at the due date, 7 days and 14 days late
  • Pause reminders during a dispute
  • Escalate at 30 days overdue

Make it yours

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

  • Invoice timing (default 3 days)
  • Reminder schedule
  • Payment terms (default net 14)
  • Escalation point
  • Tone of reminders

What keeps you in control

It always asks you first

  • Manager approves the invoice
  • Manager approves write-offs and payment plans

Hard limits

  • Never send an invoice without approval
  • Do not threaten legal action

It stops when

  • Done: balance paid and invoice closed
  • Stop: client disputes the invoice, pause and tell the manager

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 happensFor a $14,200 event with a $4,000 deposit, the agent adds $380 for 12 extra guests and $210 for an hour of overtime. The check finds the overtime line has no log entry. The manager confirms it, and the invoice goes out for $10,790. It is unpaid on the due date, so a reminder goes out, and 6 days later the full amount arrives.

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