Billing Agent — AI That Invoices and Chases Receivables | ViviScape

Billing Agent

The work was done three weeks ago. It is still not invoiced because the ticket, the timesheet, and the PO live in three places and nobody has had a clear afternoon.

The Process

The work today, and the work after.

The work today

Month-end is a scavenger hunt

  • Completed jobs, tickets, and shipments are chased down one at a time
  • Hours, materials, and freight get reconciled against the quote by hand
  • Customer-specific billing rules live in someone's head
  • Invoices are keyed into the accounting system and emailed individually
  • Remittances arrive as PDFs that have to be matched to open invoices
  • Short pays and deductions get set aside "to look at later"
  • AR follow-up happens when the aging report finally gets read
What the agent does

Billed on completion, chased on schedule

  • Watches for completion events and assembles the billable record
  • Reconciles labor, materials, and freight against the order or contract
  • Applies the customer's billing rules, PO references, and formats
  • Creates the invoice in the accounting system and delivers it
  • Reads remittance advice and applies cash against open invoices
  • Flags short pays and deductions with the supporting detail attached
  • Runs the dunning ladder on time, every time, with escalation
Layer 3 — ViviScape Connect

Which systems it touches

Keep the systems that work. The agent operates inside them through ViviScape Connect.

Sage / QuickBooks ERP orders & jobs Time & labor Shipping & freight Email & Microsoft 365 Bank & payment feeds Customer AP portals
Layer 2 — ViviScape Work

Where a human approves

Money leaving the ledger is always a human decision. Money arriving on time does not need to be.

Always routed to a person
  • Credit memos, write-offs, and goodwill adjustments
  • Invoices above your dollar threshold before they are released
  • Any variance between quoted and actual outside tolerance
  • Disputed invoices, short pays, and unexplained deductions
  • Escalation to collections, credit hold, or legal
What Work gives you
  • An approval queue with the draft invoice and its backup side by side
  • Segregation of duties enforced by permission, not by habit
  • Complete audit history for every invoice, application, and adjustment
  • Reporting on days-to-invoice, DSO, and exception rate
  • A record your auditors can read without a reconstruction project
What It Costs

No seats. No per-user pricing.

Implementation ~$15K one-time, all in
Managed operation $2K–$5K per month

Implementation covers process mapping, the Connect integrations, approval design, and tuning against your real billing rules. Start with the $497 Manual Work Tax Diagnostic to size the recoverable hours first.

Start the $497 Diagnostic
What work disappears?

The gap between finishing the work and getting paid for it.

  • Hunting down completed jobs that were never invoiced
  • Reconciling hours, materials, and freight against the quote by hand
  • Keying invoices into the accounting system and emailing them out
  • Matching remittance PDFs to open invoices line by line
  • Reading the aging report to decide who to call
  • Writing the same past-due email for the fourth time this quarter

What stays human: credits, disputes, and the customer conversation about why a payment is late. Everything upstream of that stops being a person's job.

The Rest of the Workforce

Eight agents. Start with one.

Order Entry CSR Dispatch Scheduling Billing Document Customer Service Sales
Next Step

How many days between finishing work and invoicing it?

The Manual Work Tax Diagnostic measures the lag, the hours behind it, and the cash it costs you, then prices what a Billing Agent recovers.

Book the $497 Diagnostic