Invoice Dispute Handling
Detects payment disputes via email, debtor systems and bank feeds. Processes correct credit notes, initiates debtor communication and escalates complex disputes to the right person.
At a glance
Up to 8 hours/week
time saving
Up to 6x within 4 months
expected ROI
Live in 2 weeks
from intake to production
GDPR-compliant
EU hosting & human-in-the-loop
Time savings and ROI are indicative and depend on your process, data and volume.
Before & after
From manual to automatic
Payment disputes cost valuable time and damage customer relationships
- Disputes come in via email, phone and portals and are not tracked centrally, so follow-up suffers.
- Manually preparing credit notes and reversals costs the finance team hours daily of administrative work.
- Late or incorrect communication with debtors leads to further escalation and sometimes collection proceedings that could have been avoided.
Central registration and automated dispute handling
- Automatically detects disputes in email inboxes, debtor systems and bank transactions and centralizes them in one overview.
- Analyzes the dispute, checks the original invoice and prepares a correct credit note or correction invoice for approval.
- Sends personalized communication to the debtor with explanation and payment options, consistent with your voice and style.
- Escalates complex or high-risk disputes with a summary to the responsible person.
Workflow
How it works
See how the agent moves through the process step by step — you stay in control of every decision.
Workflow in action
Invoice Dispute Handling · Automatically detect and resolve payment disputes
Detect dispute
apiRecognize dispute in mailbox/system
Analyze invoice & context
analysisAssess invoice & context
Prepare credit note
dataPrepare correction
Communicate with debtor
outputInform debtor
Escalate or close
apiResolve or escalate dispute
0
Steps completed
5
Total steps
What it delivers
Faster cashflow and fewer hours on dispute administration
By detecting and automatically processing disputes, finance staff only handle exceptions. Debtors get faster, correct responses, increasing the chance of timely payment and improving customer satisfaction.
less manual dispute management
faster resolution per dispute
shorter debtor receivables period
Figures are indicative and depend on your processes and volume.
Integrations
Works with your software
Connects with Dutch accounting and ERP systems, email platforms and bank feeds to detect and process disputes fully automated.
Accounting & ERP
Email & Communication
Bank Feeds
Receivables Management
Frequently asked questions
How does the agent know which disputes it can handle itself and which to escalate?
You set thresholds based on amount, customer category and dispute type. Disputes below thresholds are fully automated; above them the responsible person gets a summary with recommendation.
Can the agent also use our existing credit note templates?
Yes. The agent uses your existing templates in Exact, AFAS or as Word/PDF. It fills in the correct customer and invoice details, calculates correction amounts and submits the draft for controller approval.
What happens if a debtor does not respond after the automated communication?
The agent follows an adjustable escalation strategy: after X days without response it sends a reminder, then a notice, and finally the file is transferred to the credit controller or a collection agency.
Can we customize the communication to debtors for our tone-of-voice?
Absolutely. During implementation we align templates with your brand and communication style. You can choose formal or personal tone, and set different approaches per customer category.
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