Octane AR Desk

Order to cash. End to end.

Billing, cash application, collections, disputes, credit and rebillable costs in one desk, on IBM watsonx Orchestrate. Eleven agents read and draft. Code decides what is billed, matched, chased and credited. People own the exceptions.

See the AR agents
The cycle

Bill, match, chase, credit. One desk.

Six modules read from the CRM, the contract and the ERP. Every change goes back to the ERP through an agent whose tool re-checks the rules.

Billing

Active units, contract price and terms

Units come from the CRM's active units. The Contract Agent quotes the price and terms, and code cross-checks them against the order. Invoices that pass every check post with no one involved; purchase-order and credit-hold cases are held, and large changes or amounts over the billing limit go to a person.

Cash application

Bank statement lines and remittances

Matched in code, in order: the invoice number in the reference, an emailed remittance advice, the exact amount, then a unique combination of open invoices, oldest first. If nothing fits, a person gets the candidates. The ERP refuses allocations that don't add up.

Collections

7, 21, 35 and 45 days overdue

One reminder stage at a time, 7 days apart. Disputed invoices and invoices under a promise to pay are left out, and a broken promise moves the account up a stage. The Collections Agent writes the letter; code chooses who and when.

Disputes and credit notes

Evidence first

Code gathers the evidence, such as CRM removal jobs and the contract price, and proposes the credit with it. Approval limits: NZ$500 for an AR officer, NZ$5,000 for the AR approver and the Financial Controller above that. Whoever proposed a credit can't approve it.

Credit

Reviews, limits and holds

Each credit review comes with a memo from the Collections Agent. Only the AR approver changes a credit limit or places or lifts a hold.

Rebillable costs

Installer invoices to customer recharges

Installer invoices are read and checked against the job, the rate card, travel and meal rules, duplicates and bank details. Approved costs become customer recharges, priced from the contract.

Built in

Agents read and draft. Code decides.

These rules are in the code, not in a prompt, so no agent can talk its way around them. Everything else goes to a person, with the reason.

01

Billed for what's active.

Units come from the CRM, not the order. A removed vehicle is not billed, and every price is checked against the contract.

02

Cash matched in code.

Reference, remittance, exact amount, then a unique combination. The ERP refuses any allocation that doesn't add up.

03

One step at a time.

Reminders at 7, 21, 35 and 45 days overdue, 7 days apart. Disputed and promised invoices are left out.

04

Credits need a second person.

NZ$500, NZ$5,000, then the Financial Controller. Whoever proposed a credit can't approve it.

Four stories

Four cases. Four outcomes.

Each one is handled the same as any new email or bank line. Nothing is special-cased.

79 units

85 ordered, 6 removed

Monthly subscription billing

The CRM shows six vehicles removed, so the customer is billed for 79 units, not the 85 on the order.

Applied

A payment from "group treasury"

Unknown payer

Nothing matches until the customer's remittance advice arrives by email. The payment is then applied to seven invoices.

Credited

"Less 2 units"

Short payment

The short payment becomes a dispute. A credit of 84.00 is proposed with the evidence and approved by a second person, and the payment is then applied in full.

Released

A promise and a purchase order

Customer emails

A promise to pay stops a final notice. An email with the purchase order releases the invoice that was held for it.

Eleven agents

Six that think. Five that act.

Thinking agents read and write but never decide. Acting agents have one tool each, and the tool re-checks the rules before anything changes in the ERP.

Thinking agents

Read and write, never decide

Contract Agent

Reads a customer's contract (subscription fee, purchase-order requirement, payment terms, installation charging) with exact quotes. Code checks every amount.

Customer Email Agent

Reads a customer's email and says what it is: a remittance, dispute, promise to pay, purchase order, copy request or query, with quotes.

Dispute Agent

Summarises a dispute against the evidence and drafts the reply for the proposed outcome. It never decides a credit.

Collections Agent

Writes reminders at the stage code chose, and the memo for each credit review.

Invoice Capture Agent

Reads installer invoices, job sheets and receipts (PDF, Word or a photo) with quotes and a confidence.

Exception Agent

Explains why an installer invoice was held and drafts the note to the installer.

Acting agents

One tool each

Billing Agent

Raises approved invoices, recharges and credit notes in the ERP.

Cash Agent

Applies matched receipts to invoices, on account or to suspense.

Payables Agent

Posts approved installer invoices for rebillable costs. It cannot pay.

Notification Agent

Sends the case's emails: approval requests, reminders, replies and invoice copies.

AR Desk Agent

Answers questions about balances, DSO, ageing, the forecast, billing, payments, collections, disputes and credit.

And your AR team

AR officers, the AR approver, the credit controller and the Financial Controller own every exception and approval.

In AR Desk

What you'll see.

Follow a customer from billing to cash.

Control Tower

AR balance, overdue, DSO, ageing, a five-week cash forecast, unapplied cash, unbilled units and the work queues, on one page.

Customer 360

Each customer's open invoices, payments, disputes, promises to pay, reminders and credit position in one place.

A page per module

Billing, Cash, Collections, Disputes, Credit and Rebillable Costs, each with its queue, the evidence and the actions a person can take.

Upload your own

Upload any email or document, or a bank statement CSV, and it is handled the same as the prepared ones.

The ERP and the CRM

Invoices, receipts, credit notes and reminders in the Finance ERP; active units and removal jobs in the Fleet CRM.

Audit Trail and AR Desk Agent

A tamper-evident, hash-chained record of every step, and a chat that answers questions about any customer.

On IBM watsonx Orchestrate

End to end, in AR Desk.

Run a month's billing, where 10 of 14 invoices post with no one involved. Apply today's bank statement, run collections and settle a short payment. Then see the invoices, receipts and credit notes in the ERP and the removed vehicles in the CRM.

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