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Automation for collections and receivables teams

Collectors spend the first hours of the day loading placement files and the last hours sending the same reminders. The files load themselves before the office opens, the reminders go out on schedule, and collectors spend the day on the accounts that pay.

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What this costs you today

Placement files arrive from clients every morning, each in its own layout. Someone opens each one, finds the accounts that are new, and keys them into the collections system. Then they check what they entered. In many agencies that takes a full day, every day.

Reminders and follow-ups are sent by hand from templates, so they go out late on busy days and not at all on short-staffed ones. Promises to pay get noted in the system and then depend on someone remembering to check. Client remittance reports are reconciled against the system at month end, and the differences eat a week.

Call a fully loaded employee $45,000 a year, as an illustration. One person on file intake, plus a day a week from three collectors on reminders and reconciliation, is close to $70,000 a year of work that follows fixed rules.

The manual tasks on these teams

What CBIT builds instead

We build a scheduled job for each client's file layout. It opens the day's file before anyone arrives, identifies new accounts, loads them, and sets aside anything that does not fit the rules with a note on why. A person reviews a short exception list instead of the whole file.

Reminder sequences run on a schedule and on triggers. A promise to pay that passes its date without a payment gets a follow-up automatically and goes back on the collector's list. A letter or text sequence pauses the moment a payment posts.

Client remittance reports are matched to the system automatically. Matches post. Differences are listed with the account, the amount and which side is off, so reconciliation is a review, not a hunt.

This is plain automation with a compliance rulebook built in: contact windows, frequency limits and do-not-contact flags are enforced by the software, not by memory. No AI is needed for any of it.

Safe to automate

  • Reading placement files in each client's layout, loading new accounts, and setting aside anything that does not fit the rules.
  • Reminder sequences on a schedule and on triggers, with contact windows, frequency limits and do-not-contact flags enforced by the software.
  • Checking promises to pay against payments the morning after the date and queuing the follow-up.
  • Matching client remittance reports to the system and listing the differences.
  • Routine inbound questions: balance, last payment, how to pay, mailing address.

Still needs a person

  • Disputes, validation requests and anything a debtor says that changes how the account may be worked. The rules that apply to your calls and letters are enforced by the software; the judgment on a dispute is a person's.
  • Settlement offers outside the client's standing authority.
  • Hardship conversations. A person takes the call the moment it stops being routine.
  • Deciding which accounts to close, return or send to legal.

How we handle your data

  • We approach our work the way a SOC 2 or HITRUST auditor would look at it.
  • We sign Business Associate Agreements (BAAs).
  • Most of what we build runs on your own resources: your servers, your cloud account, your logins.
  • Client data is never used to train public AI models.

The full picture, including where automations run and how logins are kept: how we handle your data.

Three scenarios we see on these teams

The shape of a typical engagement, with the names left out. Hours are illustrations of what a team this size usually gets back.

Scenario 1

Loading new placements from client files

About 38 hours a week back

Before

Eleven clients send placement files in eleven layouts. One employee spends the whole day opening them, finding new accounts, keying them in and checking the entries. A late file means a late day.

After

Each layout has its own scheduled loader. Files are read at 5 a.m., new accounts are loaded and checked, and a short list of records that did not fit the rules is waiting for review. The day went back to working accounts.

Scenario 2

Promise-to-pay follow-up

About 8 hours a week back

Before

Collectors note promises in the system and set themselves reminders. About a third of broken promises are noticed a week or more late, when the account comes up in a queue by chance.

After

Every promise is checked against payments the morning after its date. Broken promises trigger the next contact in the sequence and go to the top of the collector's queue the same day.

Scenario 3

Reconciling client remittance reports

About 6 hours a week back

Before

At month end, a supervisor exports payments from the system and compares them line by line against each client's remittance report in a spreadsheet. Three or four days, and the differences are argued about by email.

After

Both sides are matched automatically the day the report arrives. The supervisor gets a list of the differences with the account, the amount and which side is missing it. Month end takes an afternoon.

Tasks we see on these teams

Plain automation

Automate reviewing daily files to find new accounts

One scheduled run. About three minutes a day, and it flags anything that doesn't match.

Plain automation

Automate chasing invoices, statements and signatures

Reminders go out on schedule. The team sees only the accounts that need a conversation.

Plain automation

Automate sending the same reminder on a schedule

It goes out on schedule with the right details, and only to the people who still need it.

Plain automation

Automate checking one system against another

Records processed, exceptions flagged, run before the day starts. Ran today in 0:48.

Run your own numbers.

Set to a typical team doing this work by hand. Change it to match yours.

People doing this work

2

Hours each, per week

Half an hour counts. 40 is a full week.

30

Fully loaded cost per person, per year

Salary, benefits, taxes, overhead. $45,000 is an illustration; set it to yours.

$45,000

Time spent on this task

60 hrs / week

About 3,120 hours a year of a person's time.

Labor value of that time
$67,500 / year
Your project price
Fixed quote after a free evaluation
Tell us about this taskShare these numbers

These figures show the value of time spent on the task, not a project quote or guaranteed cash savings. We will help estimate what can realistically be automated.

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