AR Collections Process Design Prompt
Prompt
Design an accounts receivable collections process. Business type: [B2B / B2C] Payment terms: [Net 30 / Net 60] Average invoice: [approximate] Current DSO: [days to collect] Biggest problems: [customers go silent / disputes / invoices get lost] Tools: [accounting software, email, payment processor] Workflow with: 1. Invoice delivery to maximise on-time payment 2. Pre-due-date reminder: timing and tone 3. Day 0 (due date): automated reminder 4. Day 7 overdue: follow-up escalation 5. Day 30 overdue: senior escalation 6. Day 60+: collections or write-off decision For each stage: action, owner, message template, tool.
Why it works
Pre-due-date communication (a reminder before the invoice is due, not just after it's late) reduces late payments significantly by ensuring the invoice wasn't lost or filed incorrectly. Building the escalation sequence with specific timing (Day 1, Day 7, Day 14, Day 30) creates a predictable cadence that collectors can follow without individual judgment on each account. Including dispute and credit hold triggers ensures the process handles exceptions rather than just the standard collection path.
Watch out for
Collections communications must comply with applicable consumer credit laws (FDCPA for consumer debt) and may be subject to state-specific regulations even for B2B collections. Have your legal counsel review the escalation sequence, particularly the Day 30+ communications, before deploying them at scale. Also review your credit hold policy against customer contracts — some contracts require notice periods before credit hold can be imposed.
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