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AI agent for accounts payable specialists

Payment Run Review Agent

A clean, approved payment batch with holds explained

Quality controlBudgets and moneyRisk managementFinanceOperations
See how it worksGet access
Payment Run Review Agent: what goes in, what the agent does and what you get

What it does

A payment run that goes out with a duplicate, a fraudulent bank change or more cash than the company has is hard to undo. Before each run, this agent reviews the proposed batch. It pulls invoices, due dates and discount terms, and checks each payment against them. It looks for duplicates by vendor, amount and invoice date, and compares bank details to the last verified change. It also checks the batch total against the cash the treasury team has posted and the payment policy. It removes or flags problem lines, then re-checks the totals until the batch fits. It produces a short review memo listing what to pay, what to hold and why. The specialist and the approver sign off before anything is released to the bank. Edge case: a vendor changed bank details two days ago, so the agent holds that payment until the change is confirmed by phone.

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 Proposed payment batch is created 2 USES A TOOL Pull invoices, due dates and discount terms 3 DOES Check for duplicates and early payments 4 USES A TOOL Compare bank details to the vendor change log 5 DOES Flag or remove problem lines 6 CHECKS THE RESULT Does the batch total fit cash available and policy? If not: move lower priority payments to the next run andrecompute. Back to step 5. 7 YOU APPROVE Specialist and approver sign the batch 8 RESULT Approved batch and review memo
Read the steps as a list
  1. Proposed payment batch is created
  2. Pull invoices, due dates and discount terms
  3. Check for duplicates and early payments
  4. Compare bank details to the vendor change log
  5. Flag or remove problem lines
  6. Does the batch total fit cash available and policy?If not: move lower priority payments to the next run and recompute. Back to step 5.
  7. Specialist and approver sign the batchThe agent waits here for your OK.
  8. Approved batch and review memo

How it decides

It pays what is due within the run window, takes discounts worth more than the cost of paying early, and holds anything with recent bank changes or duplicate signs.

  • Bank details changed in the last 30 days without callback: hold
  • Discount of 2% or more available: pay early if cash allows
  • Same vendor, same amount, invoices within 7 days: check for duplicate

Make it yours

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

  • Run day and cut-off time
  • Minimum discount worth taking early
  • Days after a bank change that trigger a hold (default 30)
  • Who must approve batches above a set amount

What keeps you in control

It always asks you first

  • Releasing the payment batch
  • Overriding a hold

Hard limits

  • Never releases or edits payments in the bank portal
  • Never approves a bank detail change

It stops when

  • Done: batch approved with a review memo
  • Stop: cash position not posted for the day

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 happensThe Thursday batch totaled $212,000 against posted cash of $190,000, so the total check failed. The agent moved four non-urgent payments worth $26,500 to next week and held a $1,800 payment to a vendor whose bank details changed two days earlier. It re-checked the batch at $183,700, which passed. The specialist and the controller signed the batch and memo.

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