Stop Chasing Payments.
Let Automation Collect for You.
Automatic payment reminders. Real-time AR dashboards. Faster collections without adding staff. Reduce DSO and improve cash flow with intelligent accounts receivable automation.
The Impact of AR Automation
Real results from businesses that automated their accounts receivable
Average reduction in days sales outstanding (DSO)
Reduction in time spent on AR tasks
Improvement in on-time payment rate
No invoice falls through the cracks
The Cost of Manual AR
Manual accounts receivable processes drain cash, waste time, and let money slip away
Invoices Sent, Then Forgotten
You send invoices but have no systematic follow-up. Unpaid invoices pile up until someone notices cash flow problems.
Manual Payment Reminders
Staff spends hours each week writing and sending payment reminder emails. The same emails, over and over, for different customers.
No Visibility Into AR Status
You don't know which invoices are overdue until you dig through spreadsheets or accounting software. No real-time aging reports.
Inconsistent Follow-up
Some customers get called, others get emails, some slip through. No standard process means inconsistent results.
Payment Application Delays
When payments arrive, manually matching them to invoices takes time. Customers might pay but still get reminder notices.
Cash Flow Uncertainty
Without automated tracking and forecasting, you can't predict when payments will arrive or plan cash needs accurately.
How AR Automation Solves These Problems
Intelligent automation handles the tedious work while you focus on customer relationships
Automated Payment Reminders
Send professional payment reminders automatically based on invoice age. Polite nudge at 7 days, firmer reminder at 30 days, escalation at 60+ days.
- ✓ Customizable reminder sequences
- ✓ Personalized email templates
- ✓ Multiple channels (email, SMS)
- ✓ Automatic escalation rules
Real-Time AR Dashboard
See your entire accounts receivable status at a glance. Aging reports, outstanding balances, and collection progress updated in real-time.
- ✓ Live aging analysis
- ✓ Customer payment history
- ✓ Collection status tracking
- ✓ Cash flow forecasting
Payment Portal Integration
Make it easy for customers to pay. Automated reminders include payment links. Accept credit cards, ACH, or other payment methods.
- ✓ One-click payment links
- ✓ Multiple payment options
- ✓ Automatic receipt generation
- ✓ Payment confirmation emails
Automatic Payment Matching
When payments arrive, automatically match them to open invoices. Update your accounting system without manual data entry.
- ✓ Bank feed integration
- ✓ Smart invoice matching
- ✓ Automatic reconciliation
- ✓ Exception handling for partial payments
Collection Workflow Automation
When accounts become seriously past due, automatically escalate to collections—internal team alerts, collection agency handoff, or legal preparation.
- ✓ Tiered escalation rules
- ✓ Internal team notifications
- ✓ Collection agency integration
- ✓ Documentation generation
Customer Communication History
Track every touchpoint with each customer. See what reminders were sent, when, and how customers responded—all in one place.
- ✓ Complete communication log
- ✓ Response tracking
- ✓ Promise-to-pay tracking
- ✓ Dispute documentation
Automated AR Workflow
From invoice to payment—every step automated
Invoice Generated
Invoice created in your accounting system (QuickBooks, Xero, etc.) and sent to customer.
Initial Follow-up
7 days after invoice: Friendly reminder email sent automatically if unpaid.
Standard Reminder
14-21 days: More direct reminder with payment options highlighted.
Escalation Warning
30 days: Firm notice that account is overdue. Phone follow-up may be triggered.
Serious Overdue
60+ days: Final notice before collections. Account flagged for review.
Payment Received
Payment matched to invoice automatically. Reminder sequence stops. Receipt sent.
Integrates With Your Systems
AR automation connects to the tools you already use
Stripe
Online payment processing and automatic reconciliation
HubSpot
Customer data and communication history sync
Slack/Teams
Internal alerts for overdue accounts and escalations
Gmail/Outlook
Automated reminder emails from your domain
What AR Automation Looks Like
Example scenarios showing typical AR automation implementations and results you can expect
Professional Services Example
Consulting / Professional Services
The Scenario:
A firm where AR staff spends 15+ hours weekly sending payment reminders manually, with DSO averaging 45-60 days and invoices occasionally slipping through the cracks.
Our Approach:
Automated multi-stage reminder sequence integrated with accounting software. Real-time AR dashboard for management visibility. Escalation alerts for accounts over 45 days.
Typical Results:
- ✓ DSO reduction of 25-40%
- ✓ 10-15 hours/week saved on AR tasks
- ✓ Significant improvement in on-time payments
- ✓ Complete visibility into AR status
Wholesale / Distribution Example
Distribution / B2B Sales
The Scenario:
A business offering Net-30 terms to customers but lacking systematic follow-up, resulting in growing past-due balances and inconsistent collections.
Our Approach:
Automated reminders for all open invoices. Payment portal integration for easy online payment. Weekly AR reports and aging analysis.
Typical Results:
- ✓ Recovery of aged receivables
- ✓ 30-50% reduction in late payments
- ✓ Reduced AR staffing requirements
- ✓ Improved customer payment experience
AR Automation FAQ
Common questions about accounts receivable automation
How does AR automation integrate with my accounting software? +
Can I customize the payment reminder emails? +
What if a customer disputes an invoice? +
Will customers know it's automated? +
How do you handle partial payments? +
Can this work with recurring invoices? +
What reporting do I get? +
How long does implementation take? +
What our clients say
Chuck Baresich
President
Haggerty AgRobotics Company
Had the team prepare a system for us to automate the re-branding of our digital invoicing and statements. The system has been working flawlessly for over a year. Simple to administer and the team are easy to get in contact with make adjustments or update our requirements.
Marilee A Nowgesic
CEO
Canadian Indigenous Nurses Association
The team is friendly, reliable and extremely patient to ensuring our concerns are addressed and understood. They have enabled an open table to allow for their clients to receive timely (...really feels like 24/7 platforms...) and concise information on the latest trends in IT, data collection and many other relevant issues. DigitalStaff has also provided an environment that allows for multiple levels and skills of their clients - so you never have to feel like you're not contributing. Their ability to translate your project needs provides an impressive output/deliverable to suit the needs of our projects.
Kevin Potts
President
Norseman Construction
Oscar and his team are amazing, they are always there when we need them. The automation process has been truly amazing, and we have found alot more time and productivity in our day to day processes.
Kyle Watters
Owner
Elmira Stove Works
We have been using Digital Staff for almost 10 years now, they look after all of our network and computer IT needs. They are friendly and great people to work with, knowing they are only a phone call away is piece of mind in our business. I would highly recommend this company for all your IT needs and if you are looking to save time, money and improve efficiency.
Gerda Zonruiter
Senior Research and Evaluation Consultant
Centre for Organizational Effectiveness
Oscar has helped me problem solve and find solutions for specific tasks saving me a lot of time. He provided me with the instruction I needed to implement the solutions on my own. He was responsive and easy to work with.
Paul B Bélanger
Trademark Attorney
The Law Office of Paul B. Bélanger
I am familiar with the highly professional services of DigitalStaff. I resorted to the business services of DigitalStaff on numerous occasions, knowing they pay attention to provide high quality services at reasonable price. I recommend DigitalStaff in confidence knowing their specialized services will provide satisfaction to any client, small or large.
Jill Osborne
National Executive Director
Kids Kicking Cancer Canada
The DigitalStaff team helped create effective and affordable solutions for our small shop. They quickly gained an understanding of our needs and have helped us trouble-shoot along the way.
Michael Mandich
Customer
It was wonderful service. I found Oscar to be honest and thoughtful. He was always available to do even the smallest tasks. He tried to teach me many things on the computer and was patient even though I find it very difficult. I recommended him to friends and they had high praise for his abilities. It is easy to give him 5 stars ⭐️
Ali Tavakoli
AI, RPA, and Automation Developer
DigitalStaff
DigitalStaff is a great company for doing Robotic Process Automation, the owner is very friendly and can take care of any issues that come up very quickly. Highly recommend DigitalStaff for RPA workload or any other type of software development where you need to automate tasks.
Ilze Van der Merwe
National Expansion Manager
Kids Kicking Cancer Canada
Our Organization can highly recomend DigitalStaff. They have helped us automate many of our work processes which saves us time and makes us efficient. We are a small organization with few hands, and having DigitalStaff assist us in our IT and backend processes makes our work lighter which opens up our time to get to things that really matter, which is making a difference in Children's lives.
Dr. Joan Clayton
Psychologist
Dr. Reist & Associates
Excellent and prompt service, highly skilled, personable and always eager to help and resolve issues - ABSOLUTELY THE BEST
Joe Orendorff
Owner
Elmira Stove Works
Great Service!
Ready to Automate Your Accounts Receivable?
Get a free AR automation plan showing exactly how we'll improve your collections and cash flow. See the potential DSO reduction and time savings for your business.
✓ Free consultation • ✓ Custom implementation plan • ✓ ROI estimate included