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Receivables review: how the workflow works
Short answer
For a payment reminder, one model writes a draft by the company's communication rules, and a second with the opposite goal looks for threats, pressure and promises nobody made. Rules hold back disputed cases, and the operator sees the draft with the check result and decides alone whether to send it. At Syntalith the automation costs from €3,000 net, and at 300 reminders a month of 8 minutes each it pays back in 3.1 months.
How we workDetails ↓
- 01Call30 minutes with an engineer, free
- 02PrototypeA working system on your process and data, free
- 03ImplementationTarget and fixed price in the contract; 50% at signing
- 04Acceptance50% once the agreed target is met
- analysis with an engineer and a free prototype
- €0
- team in ChatGPT or Claude, up to 10 people
- from €1,150
- automation, agent or application for one process
- from €3,000
We belong to the OpenAI and Anthropic partner programmes and learn through their official courses. What this means ↓
Author: Syntalith · 3 min read
Statistics
Receivables and AI: statistics 2026
3.1 mo.
payback of a €3,000 automation at 300 reminders a month: €1,396 of work today, €424 with checking and the model. Scenario.
$0.015652
According to a Syntalith demonstrator (2026), a payment reminder draft with a separate tone check cost $0.015652, and the public run covered 250 test cases and 90 counterparties.
5 and 3
According to a Syntalith demonstrator (2026), the reminder tone check test covered 5 harmful and 3 safe examples, so it needs widening before a pilot.
90%
According to the European Commission (2026), 90% of companies using AI say that people take the decisions, and 2% of decisions are fully automated.
Source: European Commission, Flash Eurobarometer 578 (2026) ↗
52%
According to the EU Payment Observatory (2025), 52% of European companies faced problems due to late payments in 2024.
Figures checked: 22 October 2026
Should this case receive a reminder at all?
An overdue payment may concern a dispute or a due date already agreed with the customer. Before a draft is written, rules hold back disputed and paused cases, and the operator sees why. Only a case with no obstacle reaches the model, which writes the reminder by stage and by the company's communication rules.
The second model has the opposite goal. It looks in the draft for threats, pressure and promises the company never made. A risky tone sends the draft back for correction. In our demonstrator, a draft with a separate check cost $0.015652, and the public run covered 250 test cases and 90 counterparties. The demonstrator sends no messages and is not connected to email: the specialist sends the message from their own mailbox.
- 01Rulesdisputed and paused cases held back before a draft
- 02Writerthe model writes by stage and by the communication rules
- 03Checkera second model looks for threats, pressure and promises
- 04Holda risky tone goes back for correction
- 05Operatorsees the draft with the check result and decides
- 250 test cases and 90 counterparties on synthetic data
- Harm test: 5 harmful and 3 safe examples
- No sending and no email integration
- No measurement of recovered payments or working time
What payment reminder automation costs and when it pays back
- Today
- 300 reminders × 8 min = 40 h (€1,396)
- With the system, a person checks the output in 30% of the time
- €419
- Model, 2 calls per case, Claude Sonnet 5.5
- €5.28
- Cost of one case
- €4.65 today, €1.41 with the system
- Saving
- €972 a month
Payback of €3,000
3.1 months
The volume, the time and the checking share are the scenario's assumptions. €34.90 an hour is the EU average hourly labour cost for 2025 according to Eurostat. Model: 3,000 input tokens and 400 output tokens per call at Anthropic's rates, converted at the ECB rate of 1.1205 USD per euro on 22 October 2026.
The count covers the work around a case: searching, reading, writing and passing things on. What stays is the time to check the result, 30% of today's work in this scenario. Before the quote we measure both times on 20 to 100 cases the team has already handled, in a free test that takes 5 working days.
We leave 30% of today's work in the count because the operator reads every draft. The cost of the model is small next to the cost of one badly worded reminder to a customer.
Why a second model next to the instructions
The instruction „write politely” in the writer's prompt usually works. A separate checker with a different goal catches the cases where the writer added pressure or a promise, and a rule before the model keeps disputed cases away from drafting altogether. The harm test in the demonstrator was small, so before a pilot we widen it with examples from the client's correspondence. Holding a message before sending and leaving the decision to a person is a pattern that the OpenAI Agents documentation describes as human in the loop. The full receivables workflow is described in receivables monitoring.
A few stages, fixed templates
templates with fields
no AI
Different customer situations, tone matters
a writer and a tone checker with the operator deciding
from €3,000
Disputed cases in the correspondence
an agent that links the invoice to the complaint
from €3,000
A first trial in the business
The pilot covers one reminder stage and a receivables owner who compares the drafts with their own decisions. We also measure the cases where a reminder should have been held back. We build this kind of system as part of our AI automations. For the free analysis, a description of one case from the last few weeks and the tools it went through is enough. You do not need to send confidential documents, and you get a written plan within 2 working days.
Worked example · Scenario
How we count the payback: payment reminders
We run the same count for your receivables in the free analysis.
€1,396
a month for preparing 300 receivable cases by hand
Payback: 2.5 mo.
8 minutes per case before a reminder and checking in 15% of the old time are our assumptions. €34.90 an hour is the EU average hourly labour cost for 2025 according to Eurostat, for companies with 10 or more employees. Model cost: 0.015652 USD per reminder draft with a separate tone check, measured in our receivables system, at the ECB rate of 1.1205 USD per euro on 22 October 2026. The payback counts saved time only. A reminder that goes out on time also recovers invoices that would otherwise go to an external agency or be written off, and we count that on your receivables during the review.
See the full calculation →
