Manager-controlled tone
Every message is approved by a human before it lands with a customer. The agent drafts; the manager owns the tone.
Digital Employee
Receivables Follow-up Agent
Collections, reminders, and human-approved escalations — without losing the human touch.
What it is
What is the Receivables Follow-up Agent?
The Receivables Follow-up Agent is an OTRA digital employee designed to handle the most time-consuming part of collections: knowing who to follow up with, when, and with what message. It detects overdue customers, prioritizes them by risk, drafts personalized messages, and waits for human approval before anything is sent.
Capabilities
What it does.
- Detect overdue customers automatically from your ERP, accounting system, or sheets
- Risk-prioritized follow-up queue (amount, days overdue, history)
- Personalized draft messages in your tone of voice
- Human approval required before any message is sent
- Track responses, flag stalled accounts, escalate to manager
- Configurable channels: WhatsApp, email, or in-system reminders
How it works
A typical workflow.
- 01
The agent reads overdue invoices from your system of record each morning.
- 02
It scores each customer by risk: amount, days overdue, payment history, response rate.
- 03
It drafts a personalized follow-up message for each customer.
- 04
The full queue is presented to the responsible manager for review.
- 05
The manager approves, edits, or rejects each message in one screen.
- 06
Approved messages are sent through the chosen channel and logged.
- 07
Responses are tracked and stalled accounts are escalated.
Who it's for
Best fit.
- Distribution and trading companies with credit-based sales
- B2B services with recurring invoices
- Wholesale operations with multi-customer portfolios
Benefits
Why teams adopt it.
Time-back for the team
The most time-consuming part of collections — figuring out who to follow up with and what to say — is handled by the agent.
Audit trail by default
Every draft, edit, approval, and delivery is logged so collections decisions are fully traceable.
Works with what you have
Reads from ERP, accounting systems, or spreadsheets. Sends through WhatsApp, email, or in-system.
Honest about scope
What this digital employee does not do.
- It does not legally pursue overdue accounts on your behalf.
- It does not negotiate payment terms autonomously.
- It does not send messages without explicit human approval (unless you choose to lower that gate for low-risk cases).
FAQ
Common questions
01Does the Receivables Follow-up Agent send messages on its own?
By default, no. Every message waits for human approval before being sent. Approval thresholds can be relaxed for low-risk reminders if you choose.
02Which channels does it support?
WhatsApp, email, and in-system reminders are common. The exact channel set is defined per engagement.
03Does it work without an ERP?
Yes. The agent can read overdue records from spreadsheets, accounting systems, or custom databases — whatever holds your invoices.
04Is collection content personalized?
Yes. Drafts use customer context — name, history, last payment, amount — to write a message that doesn't feel templated, while staying in your tone of voice.
05How is this different from a generic CRM reminder?
Generic reminders fire on a schedule. This digital employee scores risk, drafts the message, and gives a human one screen to approve a full queue — so collections actually move.
Ready to see OTRA on your operations?
Book a free operations audit. We'll review your workflows and recommend a starting digital employee.