I Automated Accounts Receivable (AR) process, including follow-ups and ageing report generation, using AI and n8n at our company.

𝗜 𝗔𝘂𝘁𝗼𝗺𝗮𝘁𝗲𝗱 𝗔𝗰𝗰𝗼𝘂𝗻𝘁𝘀 𝗥𝗲𝗰𝗲𝗶𝘃𝗮𝗯𝗹𝗲 (𝗔𝗥) 𝗽𝗿𝗼𝗰𝗲𝘀𝘀, 𝗶𝗻𝗰𝗹𝘂𝗱𝗶𝗻𝗴 𝗳𝗼𝗹𝗹𝗼𝘄-𝘂𝗽𝘀 𝗮𝗻𝗱 𝗮𝗴𝗲𝗶𝗻𝗴 𝗿𝗲𝗽𝗼𝗿𝘁 𝗴𝗲𝗻𝗲𝗿𝗮𝘁𝗶𝗼𝗻, 𝘂𝘀𝗶𝗻𝗴 𝗔𝗜 𝗮𝗻𝗱 𝗻𝟴𝗻 𝗮𝘁 𝗼𝘂𝗿 𝗰𝗼𝗺𝗽𝗮𝗻𝘆.

𝘕𝘰𝘵𝘦: 𝘛𝘩𝘦 𝘷𝘪𝘥𝘦𝘰 𝘩𝘢𝘴 𝘢𝘶𝘥𝘪𝘰—𝘮𝘢𝘬𝘦 𝘴𝘶𝘳𝘦 𝘵𝘰 𝘶𝘯𝘮𝘶𝘵𝘦 𝘪𝘵 𝘪𝘧 𝘺𝘰𝘶’𝘥 𝘭𝘪𝘬𝘦 𝘵𝘰 𝘩𝘦𝘢𝘳 𝘮𝘦 𝘦𝘹𝘱𝘭𝘢𝘪𝘯 𝘵𝘩𝘦 𝘱𝘳𝘰𝘤𝘦𝘴𝘴.

We are a B2B company, and 95% of our sales are credit sales. We have to follow up with our customers multiple times to get the payment, as some of our customers are big companies and they lose track of invoices.

Sometimes, we have to follow up with a customer 5–10 times just to get the payment.

𝗦𝗼 𝗜 𝗱𝗲𝗰𝗶𝗱𝗲𝗱 𝘁𝗼 𝗮𝘂𝘁𝗼𝗺𝗮𝘁𝗲 𝘁𝗵𝗶𝘀 𝘂𝘀𝗶𝗻𝗴 𝗻𝟴𝗻.

Here’s how the workflow works:

• Credit invoices are prepared and saved to Google Drive by our accountant.
• n8n detects this, processes the text in the invoice, formats it, and saves it into a Google Sheet.
• There is another Google Sheet where the contact details of the customers are stored.
• When the sheet is updated, it triggers another workflow that pushes the data to a PostgreSQL database in Supabase.
• I used a PostgreSQL database because it’s easier to store and analyze data using SQL queries than searching in Google Sheets.
• There is another database that keeps track of when the follow-up email is sent.
• This workflow also generates an aging report.
• Every day at 9 AM, n8n runs a SQL query to search for:
• Invoices that haven’t been paid (there’s a payment_status column in the sheet)
If an invoice is unpaid and overdue, it:

Sends an email to the customer with all the details, including the invoice number, PO number, and attaches the invoice PDF

• Follows up again in 7 days if still unpaid

It also sends an email to our accountant with the customer’s:

• Mobile number
• Name of the concerned person, and asks him to call them
• Invoice details

This has made Accounts Receivable much more streamlined and automated a lot of boring tasks.