Receivables

A dunning run every day, and nobody prepares it.

Dunning content and dunning dates are recomputed continuously, clarifications hold their documents back on their own, and what is left is a list somebody only has to look through.

How a run comes about

30 cases · 7 check groups

PF-04-DE

All plans Review the daily run (balanced)

Review the daily run (balanced) Draft

1 Decide

You pick a path per case.
2 Clean up

Close clarifications, lift stops, defer.
3 Control

Every reminder is recomputed and checked against the expectation.
4 Dispatch

Only what matches the expectation goes out.

Situation 30 · 7

Cases in this run 30

Released 0 of 30 cases

Volume 23.6 M €

6 red 21 amber 3 green

Goes out today 3 3 still to decide Release bucket (3)
Waiting 3 3 still to decide Release bucket (3)
Needs you 24 24 still to decide Release bucket (24)

Customer Finding Amount Path Decision

Mustermann AG Clear case €1,204,000 send today Release

Becker Industries SE Dunning stop €1,194,761 defer Release

Wagner & Söhne GmbH Clarification €412,900 waits for clarification Release

The agent's recommendation

You

Look at the case and decide

No dispatch €1,194,761

Agent

Send the reminder

Dispatch today €1,194,761

Release this path

The run

Rolling, not once a month.

A dunning run is a state rather than an appointment: the proposal list recomputes content and timing continuously instead of producing one monthly pile that somebody defuses by hand for two days.

Proposal list: Continuously recomputed — every document with the content and the date that applies to it today.
Attachments included: Original invoice, order, delivery note — whatever prevents a question goes out with the reminder.
Quick preview: Review and send several reminders in a row without opening each one.
Automation rules: Simple reminders go out by your rules — the rest wait until someone releases them.
Dispatch: Email, post through fully integrated providers, or your own letter shop — the route is part of the rule.

What the list produces is a draft. Sending is a step of its own, and who triggered it is recorded on the document.

Second dunning letter · 3 days ago Sent automatically

Krause Textil GmbH Outstanding payment — invoice overdue

Dear Krause Textil GmbH, our records show an outstanding balance of €37,150.00. Despite our previous reminder, payment has not yet been received. Please settle the amount within 7 days to avoid further steps.

Reminder

1st dunning

2nd dunning

Handover

In use at, among others

Clarification cases

A clarification is a case, not a note in a field.

Open items are not clarified verbally and then forgotten. A clarification starts in the dunning run and ends there: it has a reason, an owner and a deadline, it holds the affected documents back while it is open and releases them when it closes — and when several documents or answers are connected, that gets decided on the case, not line by line.

KF-1027 · Wagner & Söhne GmbH Open Dunning stop active €4,200

Opened Grouped Answered Conflict Decided for the group Closed, dunning stop lifted

Effect on the dunning run

While the case is open, the 2nd dunning stays put for all 5 documents.

Reminder

1st dunning

2nd dunning held

Handover

This document Entire group · 5

In this group

RE-2044-118 · Price difference €4,200 Conflict

RE-2044-133 · Price difference €2,760 Conflict

RE-2044-095 · Price difference €1,850 Answer received

RE-2044-142 · Price difference €640 Accepted

RE-2044-201 · Price difference €3,120 No answer yet

Open conflict · RE-2044-118

J. Alvarez

Handover to collection

Checked — recommending handover to legal collection.

Will be accepted

S. Lorenz

No handover

Customer promised payment by phone.

Will be rejected automatically

Accepting one answer automatically rejects the other — for this document, or with “Entire group,” for every document it affects.

J. Alvarez @S. Lorenz Please align on one answer before this escalates.

History

Assignee expectations
3 days ago
Clarification opened
3 days ago
Group assigned
3 days ago
Dunning paused
2 days ago
Attachment added
1 day ago RE-2044-118.pdf
Reminder to assignee
1 day ago Automatic, after two days without an answer
Answer proposed Handover to collection
Today Checked — recommending handover to legal collection.
Answer provided Conflicted answer
Today S. Lorenz: Customer promised payment by phone.
Comment
Today Please align on one answer before this escalates.
Decision applied to the group
Today Answer accepted for 3 of 5 documents
Dunning stop lifts on closing
Pending
Customer response
Pending

Write a comment — @ mentions someone Comment

One question, many documents. When the case is created, one message goes out to a customer's open documents — or documents are grouped later.

RE-2044-118 · Price difference Conflict

4 more documents in this group

RE-2044-133 · Price difference €2,760 Conflict

RE-2044-095 · Price difference €1,850 Answer received

RE-2044-142 · Price difference €640 Accepted

RE-2044-201 · Price difference €3,120 No answer yet

What belongs together.

A group only forms from clarifications with the same reason, customer, workflow and answer template — otherwise a group decision would not be one.

Reason: Price difference
Customer: Wagner & Söhne GmbH
Workflow: Clarification workflow
Answer template: Price differences

Where an answer applies.

Already when answering, the owner decides whether the answer applies to this document or to the entire group.

Answer applies to

This document Entire group · 5

Answers and comments on the case. The assignee answers with an answer template, free text and attachments. Questions reach the right person by @-mention — and whoever answers, reviews, comments or escalates is a participant on the case.

Answer

S. Lorenz

Answer template No handover

Customer promised payment by phone.

RE-2044-118.pdf

J. Alvarez @S. Lorenz Please align on one answer before this escalates.

2 participants J. Alvarez · Reporter · commented — S. Lorenz · Assignee · answered

Manage participants

Two answers, one document. More than one submitted answer is a conflict. The case flags it, names the next step — and bundles identical competing answers across the group into one cluster.

Open conflict · RE-2044-118 Conflicted answer

Next action: resolve conflicting answers

J. Alvarez

Handover to collection

Checked — recommending handover to legal collection.

S. Lorenz

No handover

Customer promised payment by phone.

The same two answers on 2 documents (RE-2044-118, RE-2044-133) — one cluster, one decision.

Accept one, and the rest follows. Accepting one answer rejects the others automatically. Or reject them all — or reject all and give a new answer in the same step.

Resolve conflict

Accept one answer

J. Alvarez

Handover to collection

Checked — recommending handover to legal collection.

Will be accepted

S. Lorenz

No handover

Customer promised payment by phone.

Will be rejected automatically

Reject all answers

Reject all and add a new answer

The accepted answer stands, the other is rejected in the same step. “Reject all” puts the document back to “awaiting answer”.

One decision for the whole group. Accept, reject, re-open or close — for this document or for all of them. Only documents actually awaiting review are touched, each checked against permission and visibility, and the list shows exactly what the action covers.

This document Entire group · 5 Document by document

Accept answer Applies to 3 of 5 documents

RE-2044-118 · Price difference

€4,200 Conflict

RE-2044-133 · Price difference

€2,760 Conflict

RE-2044-095 · Price difference

€1,850 Answer received

RE-2044-142 · Price difference

€640 Accepted

RE-2044-201 · Price difference

€3,120 No answer yet

2 documents stay untouched — already accepted or still without an answer, so nothing this decision would settle.

Accept Reject Re-open Close

Checked per document.

A group action never promises more than it performs — every document passes permission and data access on its own, and only the cleared ones are in the list.

Permission: May review answers
Visibility: Area, business unit, team
Result: 3 of 5 documents cleared

Closing lifts the dunning stop.

Closing the group drops the dunning stop on every document — automatically, readable in the history, and the documents return to the dunning run.

KF-1027 · Wagner & Söhne GmbH

Clarification group closed
Today
Dunning stop lifted Automatic
Workflow side effect
Documents back in the dunning run
Pending

Effect on the dunning run

Closing lifts the stop — the 2nd dunning goes out with the next run.

Reminder

1st dunning

2nd dunning

Handover

Or every document on its own — in one step. Four sections, one decision per row, one shared comment with attachments, one transaction.

Conflicted · identical answers

RE-2044-118 €4,200

Accept No decision Reject

RE-2044-133 €2,760

Accept No decision Reject

One answer awaiting review

RE-2044-095 €1,850

Accept No decision Reject

No answer yet

RE-2044-201 €3,120

Add answer Close

Accepted, not closed

RE-2044-142 €640

Close Leave open

One comment for every decision

J. Alvarez Please align on one answer before this escalates.

Add attachment

Apply decisions 5 documents, one transaction

Workflows

Who is asked and when is configured — by reason, amount, area or customer group.

To Workflows & Scheduler

Automatic escalation

If nobody answers, the case escalates to the next level on its own — team lead, team, business unit or a named person.

Automatic side effects

An open clarification sets the dunning stop, closing it lifts the stop — for the whole group. And a re-open date brings the case back on its own.

Questions, answers, attachments and follow-ups sit in one place, in order — and that's the part that takes the work away: clarification and dunning are one process, not two lists somebody reconciles.

Dunning stops

Stops that lift themselves again.

A dunning stop without an end is a receivable nobody touches again. So every stop here has a reason and either an expiry date or an event that ends it.

Clarification-based

Documents in clarification are stopped automatically and released when the case closes.

Scheduled

Stops with an expiry date, on the customer or the document, in a few clicks.

History

When a stop was active and who set it stays readable on the object.

Policy

Who may stop what, and for how long, is governed — so days-outstanding do not grow unnoticed.

Everyday work

And the rest of the day in accounts receivable.

Dunning is the loud part. The larger part is the many small things on a customer that otherwise live in inboxes and spreadsheets.

Customer letters

Standardised letters from templates, with the dispatch documented.

Promises to pay

Dates and amounts on the document — and the analysis of whether they were kept.

Comments & attachments

In order, on the customer and on the document, visible to everyone involved.

Customer behaviour

Payment behaviour, revenue trend and the age of receivables per customer.

360° debtor view

Documents, reminders, clarifications, promises and correspondence in one view.

The agentic part

And where an agent helps in this run.

The run works without AI — it is rule-based and always was. What an agent adds is the preparation: it groups the cases by how much review they need, states the finding for each, and proposes what should happen to the ones that stand out.

How the agent arrives at a proposal What release and the ledger mean here

Check groups, not a sort order

Every case gets a classification with a reason — computed deterministically, not estimated by the model.

A proposal, not a dispatch

The agent prepares and orders. What goes out is what a person releases.

Every finding with its evidence

Each classification shows what it rests on — amount, deadline, dunning stop, clarification.

One set of data, one release path, one log. The rest is your decision.

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Questions

What accounts receivable asks first.

No — the run is rolling, not mandatory daily. The difference is that content and timing are recomputed continuously instead of once a month for everyone at once. If you keep sending on fixed days, you get the same list without the preparation and clean-up a monthly run creates.

Only what you set as a rule — typically the simple cases with no clarification, no dunning stop and below an amount threshold. Everything else stays a draft until someone releases it. Afterwards the document records whether a rule or a person triggered the dispatch.

Every stop carries a reason and an end: clarification-based stops end with the case, scheduled ones with their date. The dunning-stop policy governs who may stop what and for how long, and the history shows the periods a document lay still.

Yes. The original invoice, the order and other documents hang on the item and go out with the reminder — the most effective lever against the questions that otherwise come back as a clarification.

By email, by post through fully integrated providers, or through your own letter shop. The route is part of the rule rather than a decision of the day, and the dispatch is recorded on the document.

It groups the run by review need, justifies each classification with the evidence behind it, and proposes what should happen to the cases that stand out. It does not send, defer or open a clarification by itself — that is a release, and a release stays with a person.

Agentic credit management — at your fingertips.

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