Payables & Receivables
AI Collections Agent
For overdue accounts only: runs polite, policy-based collection follow-ups and logs promises to pay.
Payables & Receivables
AI Accounts Receivable Agent for QuickBooks
Customer payments are matched to open QuickBooks invoices and recorded, with short or unmatched payments held for finance.
You invoice from QuickBooks Online, but applying each customer payment to the right invoice is still a manual job. Remittances list several invoices, partial payments need splitting, and your open balances drift out of date. This agent matches payments and remittances to open QuickBooks invoices, records the confirmed ones, and sends due-date reminders in your tone. Short or unmatched payments are held for finance.
- Payments recorded against the right QuickBooks invoices
- One payment split correctly across several invoices
- Short or unmatched payments held for your finance team
$6,900
20–30 working days
Optional maintenance $345/mo
What it is
AI Accounts Receivable Agent for QuickBooks matches incoming payments and remittance advice to open invoices in QuickBooks Online, records confirmed payments against them, and sends due-date reminders in your tone. Underpayments, overpayments and unmatched receipts go to a finance review queue. It connects through a QuickBooks Online OAuth app.
Why businesses buy it
When payments sit unapplied in QuickBooks, your aged receivables report is wrong. Customers get reminders for invoices they have paid, and you lose sight of who really owes what. After this build, payments are matched and recorded against the right invoices as they arrive, including remittances that cover several invoices at once. Your team only reviews genuine mismatches. The Scope Card documents the field mapping, workflows and reminder rules before you order, so your accountant can check exactly what will be written to QuickBooks.
Problems this solves
Payments in QuickBooks Online sit undeposited and unmatched
The agent matches incoming payments and remittance advice to open invoices in QuickBooks Online. Confirmed payments are recorded against the invoice, so balances are right.
Mismatched amounts get applied wrongly and confuse customers
Underpayments, overpayments and unmatched receipts go to a finance review queue instead of being forced onto an invoice. A person decides how each one is applied.
Reminder emails go out inconsistently or not at all
Due-date reminders are sent in your tone from QuickBooks data. The connection runs through a QuickBooks Online OAuth app, with access in keys you control.
A good fit if
You invoice customers from QuickBooks Online, and someone applies each payment to its invoice by hand.
Remittance emails list several invoice numbers, and splitting one payment across them takes time.
You want customers reminded before an invoice falls due, separately from chasing overdue accounts.
A QuickBooks admin can authorize an OAuth app and join a 30-minute setup call.
Not the right fit if
You keep your books in Xero. See AI Accounts Receivable Agent for Xero.
Your problem is supplier bills, not customer payments. See AI Accounts Payable Agent for QuickBooks.
Overdue accounts need a structured, polite chase with promises to pay logged. See AI Collections Agent.
You want supplier invoices captured and coded into QuickBooks. See AI Invoice Intelligence for QuickBooks.
How it works
- Connection. Your QuickBooks admin authorizes the OAuth app, and on a 30-minute call we document which invoice, customer and payment fields the agent reads and writes.
- Payment in. A remittance email or payment notice arrives in the one channel in scope, or from one more system such as your payment processor.
- Match. Customer, amount and invoice numbers are checked against open QuickBooks invoices, including one payment spread across several invoices.
- Record. A confirmed match is recorded as a payment against the right invoice or invoices, under your approval rules.
- Exceptions. A short payment, an overpayment or a receipt that fits no open invoice stops in the finance review queue with what the agent found.
- Reminders. Invoices approaching their due date get the reminder you approved, and nothing is written off without a person deciding.
What you provide within 72 hours
Your portal lists these the moment you order. Delivery starts the working day after everything is in and your access is checked.
- A QuickBooks Online OAuth app authorized by your admin, with access shared securely in the way we agree at intake, never by email.
- Your QuickBooks admin for a 30-minute field-mapping call.
- Your chart of accounts, matching rules and approval limits.
- Ten real remittance emails or payment notices, plus sample invoices.
- The reminder schedule and tone you want before due dates.
- Access to the channel where remittances arrive, and to any payment processor you want connected.
- The approver for exceptions, your business basics and one decision-maker.
- An API key for your own AI model account (for example OpenAI or Google Gemini), created for this build with a spending limit.
The 72-hour rule. Send everything on your checklist, including access, within 72 hours of ordering so your build starts on time.
Timeline
Start
OAuth app authorized, matching rules and field mapping agreed.
Weeks 1–2
Matching, payment recording and reminder workflows built.
Week 3
QuickBooks write-back and the remittance channel connected.
Weeks 3–4
50 documented test scenarios on sandbox or test records.
Week 4
Your review and two rounds of changes.
Go-live
Live, recorded sixty-minute handoff, support starts.
| Option | Delivery time | Price |
|---|---|---|
| Standard | 20–30 working days | $6,900 |
| Express | 15–25 working days | $7,950 |
| Rush | 10–20 working days | $8,950 |
What you receive at handover
- The receivables agent recording confirmed payments against invoices in QuickBooks Online
- QuickBooks connection through an OAuth app, plus one more system, with a documented field mapping
- Due-date reminders set in your tone
- A finance review queue for mismatched receipts
- Test report covering 50 scenarios on sandbox or test records
- Admin guide, recorded 60-minute handoff session and 30 days of support
Expected benefits and how to measure them
- Can keep customer balances in QuickBooks accurate day to day.
- Helps customers pay on time with consistent reminders.
- Unapplied payments
- Check QuickBooks for unapplied payments and undeposited funds at each month-end, before and after launch.
- Invoices paid after due date
- Use the A/R aging report to count invoices paid late, a quarter before launch and a quarter after.
- Days sales outstanding
- Calculate DSO from QuickBooks reports each month and compare with the pre-launch figure.
Before you start: Run the A/R aging report in QuickBooks and note unapplied payments. Record your current DSO.
These are things to track, not promised results. Outcomes depend on your data, your team and your market.
Running costs
You pay for the build once. Running costs of roughly $50 to $250 a month for AI model usage and hosting are billed to your own accounts, on top of your QuickBooks subscription, which this build does not change.
Usage during build and testing is billed to your accounts too. This is operational workflow support, not regulated financial, tax or investment advice.
Ask about running costsCustom requirements
More than six workflows, a third connected system, a second QuickBooks company or custom objects beyond the mapping need a written Change Quote, sent of your checkout note.
Request a custom versionKeep it running
We recommend monthly maintenance for this edition: monitoring, fixes and a monthly allowance of change hours, for things such as new matching rules, reminder wording or approval limits.
$345/mo (5% of the build price a month, includes 3 change hours)
Optional. Starts after the post-launch support period. Cancel any month.
How maintenance worksHow this compares
| Do it yourself with a SaaS tool | Hire a custom agency | Upmark Labs | |
|---|---|---|---|
| Price | An AR tool charges monthly, often by invoice volume | A bookkeeping firm bills for the time spent on reconciliation | Ours is one fixed price, shown before you buy |
| Split payments | Often matched one payment to one invoice | Matched by hand | Ours spreads one payment across several QuickBooks invoices when the remittance says so |
| Exceptions | Handling varies by plan | Depends on who is on shift | Ours queues every mismatch for a person |
| Delivery | Connects fast, rules are yours to build | Set per engagement | Ours has a fixed delivery time shown before you buy, with faster options |
Questions about this product
Which QuickBooks records does the receivables agent touch?
Invoices, customers and payments are the core. It reads open invoices and customers and records payments against them under your rules. Bills and vendors are within the connection but belong to payables, not this build's workflows. Custom objects beyond the documented mapping are excluded.
Can one customer payment be split across several QuickBooks invoices?
Yes, when the remittance or payment reference makes the split clear. The agent applies the amounts to the named invoices and records the payment. If the split does not add up, or an invoice number is missing, the payment goes to the finance review queue instead.
Does the agent write off small differences in QuickBooks?
No. It never writes off a balance on its own. A payment a few dollars short is flagged with the difference and the invoice it relates to, so a person decides whether to chase, accept or adjust it. Your approval limits are set during intake.
Can we test the receivables agent on a QuickBooks sandbox first?
Yes. The 50 documented test scenarios run on a QuickBooks sandbox company or test records, covering exact matches, split payments, short payments and unmatched receipts. Live invoices are only touched after you review the results and the two rounds of changes are complete.
What is included in the QuickBooks receivables agent?
The QuickBooks Online OAuth connection, a documented field mapping for invoices, customers, payments and credit memos, and up to six workflows built around your rules. Before launch we run 50 documented test scenarios. You also get two rounds of changes, a recorded handoff session and 30 days of support, all listed on the Scope Card.
What does the QuickBooks receivables agent cost to run?
Roughly $50 to $250 a month for AI model usage and hosting, paid in your own accounts, plus your existing QuickBooks subscription. Monthly maintenance is optional. This is workflow support, not regulated financial advice. If you choose maintenance, it covers monitoring, fixes and change hours for things like new matching rules, reminder wording or approval limits.
Let QuickBooks payments find their own invoices.
Order AI Accounts Receivable Agent for QuickBooks and payments are matched and recorded against the right invoices, with every mismatch held for finance, on a delivery date you see before you pay.
Works well with
Payables & Receivables
AI Accounts Payable Agent
Runs invoice intake, matching and approval routing for payables.
