They call it the “back office” for a reason—it’s where overlooked functions like accounts receivable (AR) toil away, out of sight and out of mind. It may have a low profile, but AR is the driver of dependable cash flow and the overall health of the business. When the process breaks down, it doesn’t take long for working capital to dry up and growth to grind to a halt.
With AI leading the way, this once-forgotten function is primed for a transformation. In fact, a recent survey found that 75% of AR teams “reported a significant shift towards a more strategic role” in 2024, and that 77% “now capture the attention of CFOs.”
There’s clearly a growing recognition of AR’s value. But to realize their full potential, AR teams need more than just a list of balances, due dates, and customer names. They need context. Why hasn’t a customer paid? Was the invoice incorrect? Or did someone apply the payment to the wrong account? These answers are often buried in emails, PDFs, and disconnected systems.
AI assistants can extract meaning from unstructured data sources like these, giving AR teams the context they need to resolve issues before they escalate. With the help of these assistants, AR can get ahead of problems and keep cash flowing smoothly—all while stepping into a more strategic role for the business.
Here are six ways AI is changing AR—and why there’s no better time to get started with these powerful tools.
1. Account prioritization: Goodbye, guesswork
For years, AR has relied on static reports like daily CSV exports to manage their accounts. These outdated spreadsheets might help you understand what happened yesterday, but what about right now? While teams review yesterday’s data, real-time changes are happening—changes that could result in needlessly reaching out to a customer who’s already paid.
AI-powered account prioritization turns this outdated process on its head. Instead of grinding through the same endless list of accounts, AR teams finally get what they’ve always needed: focus. By pulling real-time data from CRMs, ERPs, and other systems, AI highlights which accounts need your immediate attention.
Is a reliable customer suddenly paying late? AI flags it. What about a high-value client showing unusual behavior? AI spots the deviation and brings it to your attention.
2. Get ahead of customer responses
To paraphrase jazz legend Miles Davis, time isn’t the main thing in AR—it’s the only thing. Every moment spent drafting follow-up emails or confirming payments is time that could be spent solving bigger problems. A survey from Versapay highlights just how much time is lost due to communication breakdowns, with more than a quarter of invoice payments per month delayed “due to lapses in communications.”
AI is here to give you that time back. You’ll never have to write another “Just checking in on this payment” email again. AI assistants can handle routine follow-up reminders like these, along with payment confirmations and even status updates. The best part? It happens automatically once an activity is triggered.
But emails are just the tip of the iceberg. AI assistants also provide concise, context-rich summaries of account activity. Your team can see the full picture—what’s been paid, what’s overdue, and what’s worth looking into—without needing to dig through spreadsheets or chase down account details. Decisions that used to take hours of legwork can now be made in seconds.
What about when customer communications need a personal touch? AI has you covered here, too. It can draft a thoughtful, polished response to a range of situations, whether it’s acknowledging receipt of a payment, following up on an overdue invoice, or resolving an issue. All you have to do is review and send.
3. Make unstructured data make sense
Unstructured data is a notorious headache for all kinds of corporate functions, especially AR. But it’s not going anywhere—around 80% of business data is unstructured, and PureStore expects it “to grow ten-fold by 2030.” Traditional robotic process automation (RPA) tools are great at handling the structured parts of AR processes, but when things go off script, they break down.
AI assistants are built to tackle the long-standing unstructured data problem. Their non-deterministic nature allows them to turn emails, PDFs, and shorthand customer notes into something that’s usable. Got an email from a customer saying, “Paid inv #103, 107, 111”? AI can parse the message, match the payments to your records, and update the system—all on its own.
4. Ditch the busywork with automated workflows
AR is about more than tracking balances and firing off email reminders. The best teams know that building real connections is what delivers results over time. But when manual tasks pile up, finding the time for meaningful, personalized customer engagement can feel impossible.
The reality is that basic, rule-based workflows (like “send a reminder when the invoice is seven days overdue”) are clunky, time-consuming, and, frankly, outdated. Instead of sending generic “invoice overdue” emails or waiting for customers to reach out, AI assistants use real-time customer data to craft personalized responses. They do this by scanning through payment trends, account changes, and even unresolved disputes to better understand each customer’s unique experience.
The benefits speak for themselves. According to the Association for Financial Professionals, “87% of firms with automated AR say that their overall process speed has improved.”
Take a look at the timeline below: without automation, AR workflows are riddled with manual exchanges: emails, calls, back-and-forth over missing forms, and countless delays. With Stuut’s AI-driven tools, every step is faster, smarter, and less labor-intensive.
5. Connect the dots on disparate data sources
Playing detective with customer accounts is a poor use of your team’s limited time. Hours are wasted hunting down data from CRMs, ERPs, shipping logs, and who knows what else. None of it’s connected, and all of it’s critical.
AI assistants tame the chaos by bringing all these scattered data points under one roof.
- Customer contact details? ✅
- Invoice statuses? ✅
- Shipping updates? ✅
Now, instead of toggling between systems and chasing down missing details, your team has a clear, unified view of every customer account—all in real time.
This is about more than just convenience. By connecting these dots, AI lets you see the full story behind an overdue payment. Was there a shipping delay? A billing dispute? A pattern of late payments? Rather than flying blind, your team has the context to approach every interaction with clarity and confidence.
And here’s where the real magic happens: these insights don’t just speed up collections—they help you build better relationships. A tailored outreach like, “We noticed your shipment was delayed, let’s work together to resolve your payment,” is far more effective (and considerate) than a generic “Your invoice is overdue” reminder.
Ultimately, when your systems work together, your AR process works better.
6. AR portals without the pain
If you’ve ever had the unfortunate experience of wrestling with a poorly-designed AR portal, you know the pain—clunky interfaces, endless forms, and way too many steps just to process a payment. It’s all more complicated than it needs to be.
Robotic process automation (RPA) can be helpful here, but these tools come with their own problems. They’re rigid and brittle; change a screen layout, and suddenly the entire workflow breaks down.
AI assistants take a different tack. Rather than adhering to a specific script, they can adapt to changes on the fly, working around unexpected obstacles to get the job done. And these assistants don’t fail when they encounter something unfamiliar—instead, they pause, ask for clarification, and learn from your input to improve next time. This means less downtime, fewer interruptions, and a process that actually gets smarter over time.
Why AI is a no-brainer for AR
AR is the unsung hero of cash flow, and AI is the upgrade it’s been waiting for. It helps you prioritize accounts, automate follow-ups, and connect the dots across systems so you can focus on what really matters: keeping cash flowing and customers happy.
Let Stuut show you how AI can transform your AR. Contact us today to get started.