AI agent for accounts receivable specialists
Reporter Invoice and Order Reconciliation Agent
Every completed job is billed correctly and every payment matches what was owed.
What it does
Freelance reporters track orders, page counts and rates in separate places, then wait for payments that do not match. Short payments are found weeks later. This agent matches completed jobs to invoices each month, recalculates charges from the page counts, rates and extras like rush or exhibits, and flags unbilled work and short payments. It drafts a follow-up list for each overdue invoice. After payments post, it rechecks and updates the list. It never sends an invoice. Edge case: an agency paid 310 pages at the standard rate for a job ordered as expedited, so the agent drafts a note about the rate difference.
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.
Read the steps as a list
- Month closes
- List completed jobs from orders and the calendar
- Match each job to an invoice
- Recalculate charges from page counts, rates and extras
- Flag unbilled work and amount differences
- Draft invoices and follow-up notes
- Reporter approves invoices before they are sentThe agent waits here for your OK.
- Check payments after posting
- Does each payment match its invoice?If not: update the follow-up note with the short amount and return it for approval. Back to step 6.
- Monthly billing report
How it decides
It recalculates each invoice from rates and page counts. It flags any difference above $5 and any job completed more than 30 days ago with no invoice.
- Flag a job with no invoice after 30 days
- Flag a payment that differs from the invoice by more than $5
- Apply rush or expedited rates when the order says so
- Draft follow-up only after the due date plus 7 days
Make it yours
Every agent is a starting point. You choose these settings for your own situation.
- Short payment tolerance (default $5)
- Days before an invoice is overdue
- Rate sheets per client
- Extras and their rules
- Follow-up wording
What keeps you in control
It always asks you first
- Reporter approves each invoice and follow-up before it is sent
Hard limits
- Never send an invoice or follow-up itself
- Never change rates without the reporter
It stops when
- Done: all jobs invoiced and every payment matched
- Stop: an order lacks a rate or page count
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.
- 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
