Payment collection automation: a reminder after payments are checked
The system joins an overdue invoice with the payments and the correspondence, then drafts a reminder. An employee approves and sends it.
Automation, paid once
from €3,000 net
Test on your process: €0
You pay 50% after acceptance
How much does payment collection automation cost, and when does it pay back?
Short answer
Payment collection automation costs from €3,000 net. In our scenario it pays back in 2.5 months. Today, preparing 300 receivable cases by hand costs €1,396 a month. With the system, the same work costs €213. Disputes, settlements and further steps stay with the company. The system makes sure no reminder goes to a client who has paid or raised a dispute. The test on your process is free.
Statistics
Late payment statistics 2025
52%
According to the EU Payment Observatory (2025), 52% of European companies faced problems with late payments in 2024.
According to the EU Payment Observatory (2025), the most frequent consequence of late payment is harm to investment and growth, named by 40% of companies.
a month for preparing 300 receivable cases by hand
Today€1,396
With the system€213
Payback: 2.5 mo.
In your company
Small company
100 cases · €465 a month
7.6 mo. payback
Mid-sized company
300 cases · €1,396 a month
2.5 mo. payback
Accounts receivable team
800 cases · €3,723 a month
1 mo. payback
The team gets back about 34 hours of work a month, or 4 working days, and the company €14,189 a year. We count after the time a person spends checking and after the model cost.
300 × 8 min = 40 h × €34.90 = €1,396 a month. With the system, a person checks the output in 15% of the old time (€209) and the model costs €4. That leaves €213. The saving is €1,183 a month, so €3,000 pays back in 2.5 months.
Assumptions: 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.
What stays with people: Disputes, settlements and further steps stay with the company. The system makes sure no reminder goes to a client who has paid or raised a dispute.
foap.com customer service: 95% of replies are sent automatically.
Users from several countries write to foap.com, in several languages. The system reads the entire conversation and the terms of that person, and then sends a response in that person's language. Questions about money and exceptions go to the team with a ready draft, so they have to check and send them.
the system sends the answers itself, without human typing
95%
the system sends the answers itself, without human typing
time from the arrival of the e-mail to the ready response (median)
30 s
time from the arrival of the e-mail to the ready response (median)
e-mails that require a response receive a ready-made draft
100%
e-mails that require a response receive a ready-made draft
less work for every 1000 answers (estimate)
47 h
less work for every 1000 answers (estimate)
Data from foap.com production, October 20-21, 2026. Estimate: 3 minutes for handwritten response.
It takes the age of the debt, the contact history and disputes into account, and a second check reviews the tone of each message. The system has no sending tool, so nothing goes out without a person. A draft with its check cost about €0.014 of model work. A demonstrator on test data.
“We started with my own AI agent. During the training that followed, I learned to build new applications myself. Today I am bringing this way of working with AI into my business. Working with Syntalith gave me exactly the skills and tools I needed.”
The invoice joined with the payments and correspondence
A reminder draft by stage and history
A separate check of the message's tone
A queue of disputed cases for decision
What happens to your data
You choose the test cases. We anonymise them on request.
They stay in the EU and we delete them after the test.
We sign the NDA and the data processing agreement before we receive anything.
After acceptance you keep the code, the test set and the documentation. You pay for licences and model usage directly to the provider.
Questions
How much does payment collection automation cost?
From €3,000 net, paid once. After the 5-day test the build takes 2 to 6 weeks. You get a fixed price before the contract: 50% on signing and 50% after acceptance on your own receivables.
Does the system send reminders on its own?
No. The system prepares a draft, and an employee approves it and sends it from their own inbox. Disputes and further steps stay with the company.
Are the automatic reminders in our accounting program not enough?
They are, if payments and disputes are always up to date in the program. The system makes sense when someone checks the bank, the emails and the salesperson's agreements before a reminder.
When does it not pay off?
Below 70 cases a month the payback takes more than a year. Then it is better to start with ChatGPT or Claude for the accounts receivable team, from €1,150 net.
What do we need to prepare?
A receivables report, a statement of payments from recent months, 20 to 100 cases with their correspondence and the reminder templates you use.
What our OpenAI and Anthropic partnerships mean for you.
OpenAI makes ChatGPT and Anthropic makes Claude. We belong to the partnership programs of both companies, so we work with their tools every day and learn from the creators themselves.
Claude Partner Network
01We will select a tool for the task
We implement both ChatGPT and Claude. We check both on your documents, and you choose the one that makes fewer corrections and saves more time.
02Knowledge straight from the creators
We learn from official OpenAI and Anthropic courses and materials. Your team learns about the features and settings that work today.
03Licenses without our margin
You buy accounts directly from OpenAI or Anthropic and receive an invoice from them. We do not add anything to the license.
04Certified engineers
On the team, we have an AWS certification in machine learning and an Anthropic certification in systems architecture on Claude.
Participation in programs does not mean that OpenAI or Anthropic endorses our services.
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