AI billing and receivables
AI billing and accounts receivable
The invoice is where the money either arrives or goes missing. Work gets done, someone retypes it a week later, the variation was never approved and the claim goes out short. We build the step between the work and the invoice.
What we build on
AI billing means a draft invoice or progress claim built from what was actually delivered, produced or worked, priced at the rates the customer agreed, and checked against the contract before a person sends it.
Software we usually meet
- Xero
- MYOB
- Payapps
- Chaser
- simPRO
- Procore
- Jobpac
- NetSuite
What AI billing and receivables does
Invoices from what was delivered
Job sheets, time, materials, dockets, dispatch records and production output turned into a draft invoice, with the gap against what was quoted made visible first.
The rates the customer agreed
Contract rates, tiers and negotiated prices applied from your own system at invoice time, rather than retyped from the quote or a spreadsheet.
Progress claims checked against the contract
A draft claim matched against the contract and the approved variation register, flagging anything not yet approved before a person serves it.
What is owed, chased
Overdue invoices and unpaid claims followed up on a schedule in your own words, with a person approving every message before it goes.
Software or a custom build
If your billing is simple and lives in one system, turn on what you have. Xero and MYOB both chase overdue invoices, Payapps handles construction progress claims and Chaser handles debtor follow up. A build earns its cost when the invoice has to be assembled from field data across more than one system, or when variation and contract matching is specific to how you contract.
How it works
Every step depends on the one before it, and skipping the first two is how these projects stall.
Find where the invoice is assembled today
Usually across two systems, a spreadsheet and one person who remembers the rest. We sit with whoever does it.
Connect the delivery record to the billing record
Job sheets, dockets, time and dispatch data matched to the customer, the job and the agreed rate.
Draft against the contract
For construction the claim is checked against the contract and the approved variation register. Anything unapproved is flagged rather than claimed quietly.
A person reviews and sends
Nothing is served, certified or escalated by the system. Serving a payment claim is a legal act and it stays with a person.
Turn on follow up
Overdue invoices and unpaid claims chased at the right interval, in your words, each message approved before it goes.
In practice
Not for you if
- You invoice a handful of customers a month on standard terms. Your accounting software already does this.
- You have no record of what was delivered beyond a signature on paper.
- You want someone to chase debt for you. That is a collections agency.
Security of payment deadlines are not national. New South Wales requires a payment schedule within 10 business days of a payment claim. Queensland caps payment at 15 business days for commercial building contracts and 25 business days for subcontracts. Victoria overhauled its regime on 15 April 2026 and introduced a statutory cap of 20 business days. Check your own state and your own contract before relying on any number, including these.
Late payment is the norm rather than the exception. Large businesses reporting under the Payment Times Reporting Scheme took up to 64 days to pay 95 percent of their small business invoices in one recent reporting cycle.
For a meat distribution business the same product database that prices an order also prices the invoice, which is what stops the two disagreeing.
The supplier side of this is AI payables. Pricing the work before it starts is AI quoting.
Case studies
How it works
- 01
Intro call
A short call to talk through your objectives, goals and timeframes and agree what success looks like. No problem is too big or too small, whether that is construction estimation, materials procurement, job quoting or AI SEO.
- 02
Discovery
We sit with your team for an extended stretch to understand your business, the systems you run and how the work gets done day to day.
- 03
Roadmap
We put together a roadmap of action items, in order, that takes you from where you are today to what we agreed success looks like.
- 04
Execution
We do the work, check it against the goals we set on the first call and do not call it finished until you are satisfied.
Questions
What is AI billing and accounts receivable?
It means a draft invoice or progress claim built from what was actually delivered, produced or worked, priced at the rates the customer agreed, and checked against the contract. A person reviews and sends it. Overdue invoices are then chased on a schedule.
Can it serve a progress claim for us?
No. Serving a payment claim under security of payment legislation is a legal act with statutory consequences, and it stays with a person in every state. What we build drafts the claim and checks it against the contract and the approved variations first.
How do security of payment deadlines differ by state?
Materially. New South Wales allows 10 business days to serve a payment schedule. Queensland caps payment at 15 business days for commercial building contracts and 25 for subcontracts. Victoria reformed its regime in April 2026. Check your own state rather than relying on a national figure.
Does this replace Xero or MYOB?
No. Your accounting system stays the system of record and the drafts appear inside it. What we remove is the assembling that happens before the invoice exists, which is usually spread across a job system, a spreadsheet and somebody memory.
Industries where this comes up
Other things we build
Next step
We map where your hours go and price the work that is worth automating.