AI for accounts receivable and collections
Ultramarine Work matches the day’s receipts to open invoices, drafts the dunning letters and assembles dispute packages for retailer deductions. It works from the bank export, remittance emails and AR aging already in your folder.
Cash-app-exceptions.xlsxExampleCash application exceptions, Nov 13
- INV-77162Hillcrest Supply$4,820.00 shortException
The remittance takes $4,820 for damaged freight, so open deduction D-3381 and get the carrier report.
- ACH-1113-02Hillcrest Supply$214,370.00Applied
The batch pays 24 open invoices, 23 of them in full, with INV-77162 short by $4,820.
- CHK-55120Marston Electric$9,412.50Pending
No remittance came with the check, but it equals INV-77088 plus INV-77101, so confirm with their AP.
- WIRE-3309Delmar Foods$18,000.00Pending
The wire overpays INV-76954 by $1,260, so hold the excess on account until Delmar picks refund or credit.
How it works
- 1
Start with the folder
The AR aging export, bank statements and remittance emails, EDI 820s and portal downloads, invoice PDFs, PODs and BOLs, the customer’s routing guide and last quarter’s dunning letters go in the folder.
- 2
Ask for the piece in front of you
Each request covers one piece of work, like applying today’s batch or assembling the OTIF dispute packet. Every number cites the file it came from, and it flags what it could not reconcile instead of guessing.
- 3
Work the exceptions and decide
The cash list it hands back is a draft, so nothing posts until you say so. Review every file it touched, approve the credit memos and write-offs, then apply the cash in your ERP and send the letters you accept.
Inside the AR, Billing & Collections mode
Accounts receivable and credit
It clears unapplied cash, rolls the aging forward and drafts the write-off schedule, and it computes the CECL reserve and DSO at close.
Collections worklist and dunning
The collections worklist ranks past-due accounts by dollars and days and tracks broken promises to pay, then drafts the reminder or demand that stage calls for.
Deductions and chargeback disputes
It codes each short pay to its family, gathers the POD, ASN or price file that family needs, and assembles the dispute pack before the window closes.
Month-end close and reconciliations
The AR subledger ties to the GL or it doesn’t, and when it doesn’t, the reconciling items come back aged with the rollforward tabs drafted for your controller.
Borrower spreading and global cash flow
Customer and guarantor financials and tax returns go into your credit template, spread line by line and tied out, with global cash flow and DSCR alongside.
Proofs of claim and creditor remedies
When a debtor files, it prepares Official Form 410 proofs of claim, the 503(b)(9) goods amount, reclamation demands and the 90-day preference exposure schedule.
Sales and use tax
It watches economic nexus by ship-to state and flags exemption certificates that have expired, then sizes the use tax accrual on sales billed without tax.
Audit PBC and evidence requests
For the auditor’s AR requests it builds the aged trial balance ties, the confirmation samples, the cutoff tests and the support behind each.
Unclaimed property reporting
Unclaimed property dormancy tracking, due diligence letters and state escheat reports for uncashed checks, credits and dormant accounts.
- Office skills
- Excel, Word, PowerPoint, PDF
- Tools
- Read, edit and write files, Search files, Run code, Search and read the web, View images
- Connectors
- SharePoint, Google Drive, Gmail, and additional custom connectors
- House style
- Your fonts, layouts and rules, on every file
Ask it for
“Match today’s $214,370 ACH batch from Hillcrest Supply to their open invoices and explain the $4,820 short pay on invoice 77162.”
Cash-app-exceptions.xlsx“Draft dunning letters for every account over 60 days past due with balances above $5,000, and match the tone of last quarter’s letters.”
Dunning-60-day-demand.docx“Rebuild the OTIF calculation behind Chelmsford Foods’ fine TC-40912 and assemble the dispute pack from the PODs and ASNs that show on-time, in-full delivery.”
OTIF-dispute-packet.pdf“These 40 invoices for Ridgeline Construction went out before the April amendment. Mark every line that bills the old price and draft the corrections.”
Billing-corrections.xlsx“List every payment Riverton Retail made in the 90 days before the September 30 petition, and show our days-to-pay history for the ordinary course defense.”
Preference-exposure-Riverton.xlsx“Find every resale customer whose exemption certificate expired before their July invoices and total the tax due on those invoices.”
Exemption-certificate-gaps.xlsx
Who it’s for
Billing, cash application, collections and credit teams at B2B companies, professional services firms and shared service centers, from billing clerks to credit managers.
Questions
If it drafts our dunning letters, do FDCPA and Reg F apply?
No, those rules cover consumer debts, and trade receivables between businesses fall outside them. State collection and late-fee rules, validation notices, contact limits and payment plans still apply. Which rules govern a letter and what goes in it are decisions for you and your compliance team.
Can it set the credit limit and approve the customer?
No, the credit decision stays with the credit manager. It spreads the financials, assembles the payment history and trade references, and lays out a proposed limit with the numbers behind it. The manager weighs it and decides, the same way you would work a report from D&B.
What happens when it cannot match a payment or find the POD?
It leaves the item open and tells you what it tried. Numbers carry the file they came from. Whatever could not be reconciled is noted rather than guessed, so the exception queue holds real cases with the reasoning attached.
Where does our customer data go?
Ultramarine Work changes files only in the project’s folder. When a request needs it, it can read files elsewhere on your computer, never passwords, keys or app data, and you can turn that off in settings. The model runs on Paper Instruments’ servers, so the content it works on is sent there to be processed. Paper Instruments is SOC 2 Type II, and our security and compliance details are on our compliance page.