Invoice questions answered from your books
Most invoice calls are simple: what do I owe, when is it due, can you send it again. The agent answers those from your books, and the tricky ones reach your bookkeeper already written up.
A client calls about an invoice, a statement, a payment or a charge they don't recognize.
Finds their account, reads the balance and due dates, resends invoices, takes payment details by link.
Fewer interruptions for the bookkeeper, and a clear note for anything that needs a person.
How it works
- Finds the account
By company name, invoice number or the phone number on file. It confirms the billing contact before reading anything out.
- Reads what's open
Each open invoice with its number, amount and due date, and the last payment received, straight from your books.
- Resends what they need
A copy of the invoice or a full statement, emailed to the address on file while they're still on the line.
- Makes paying easy
Your e-transfer address, or a text with the card payment link on that invoice. It never takes card numbers by voice.
- Writes up the disputes
A charge they don't agree with goes to accounts with the invoice, the line in question and the caller's reason, in their words.
- Closes the loop
Your bookkeeper gets the note, and the client hears when to expect an answer.
Example call
- CustomerHi, is there anyone who can help me with an invoice? I think we got billed twice.
- AI agentI can look. What's the company name, and do you have the invoice number?
- CustomerNorthshore Dental. It's 2291, I think, and there's another one, 2304.
- AI agentThanks. I see both. 2291 is for the October cleaning visits, 640 dollars. 2304 is also 640 dollars, but it's for November. So they're two different months.
- CustomerOh. We paid one of them, though, didn't we?
- AI agentYes, 2291 was paid on November 6th. 2304 is due on the 30th. Would you like me to email both so you have them side by side, and text you the payment link for 2304?
- CustomerThat'd be great, thanks.
After the call: Both invoices went to the office manager's email during the call and the payment link went by text. 2304 was paid that afternoon, and no one in accounts had to stop for the call.
What your team gets
- Balances and due dates given from your books, not from memory
- Invoice copies and statements emailed during the call
- Payment links texted, never card numbers taken by voice
- Disputes written up with the invoice, line and reason
- Fewer interruptions for whoever does the books
Questions
How does it know the caller is allowed to hear the balance?
It matches them to the billing contact on file by name and number, and checks the invoice number. Anyone else is offered a copy sent to the address on file.
Can it change an invoice or give a credit?
No. It writes up what the client wants changed and sends it to your bookkeeper, who decides.
What about clients who want to pay right now?
It texts the payment link for that invoice or gives your e-transfer details. Payments show in your books as they normally would.
Hear it on your phone
Request a demo call and the agent phones you, set up for small businesses like yours.