Debtors and Collections Agent
The Debtors and Collections Agent monitors your debtors age analysis, prioritises accounts by risk and value, and drafts statements, reminders and letters of demand in the right tone for each customer. It logs promises to pay, follows up when they are missed and reports debtors days and collection performance to management.
Ideal forCredit controllers
The difference
From 10-15 hours per week to 2-3 hours
Your credit controllers spend their week speaking to customers and resolving disputes instead of compiling lists and writing reminders.
Done by hand
10-15 hours per week
With the Vanine agent
2-3 hours
Time returned to your team
80%
Indicative figures. We measure your own baseline in the first fortnight so the numbers you see are yours.
Effort where it counts
Credit controllers cannot phone every overdue account. The agent ranks accounts by value, age and payment behaviour so your team focuses on the ones that move cash.
The right message at the right time
Reminders escalate consistently from friendly to firm, and letters of demand are prepared when an account warrants it, with the history attached for your credit controller's decision.
Fewer accounts lost to time
Old debts can prescribe and disputes linger when nobody follows up. The agent keeps every account moving and flags those needing escalation or handover before it is too late.
Capabilities
Collect faster, reduce debtors days and protect customer relationships.
Built for credit controllers, credit managers, financial controllers and debtors teams at South African businesses selling on account.
Age analysis monitoring
Reviews the debtors age analysis daily or weekly, highlighting accounts moving into older buckets and customers exceeding their credit limits.
Risk and value prioritisation
Ranks accounts by balance, age, payment history and credit bureau information through your subscription, producing a daily call and follow-up list.
Statements and reminders
Drafts statements and a sequence of reminders that escalate in tone, tailored to each customer's history and your relationship with them.
Letters of demand
Prepares letters of demand with account history attached, taking into account National Credit Act requirements where consumer credit agreements apply.
Promise-to-pay tracking
Logs promises to pay and payment arrangements from calls and emails, matches incoming payments and flags broken promises for follow-up.
Debtors reporting
Reports debtors days, collections against target, disputed amounts and accounts recommended for handover or credit insurance claims to management.
How it works
From your systems to a result you sign off
Your credit controller approves every letter of demand and decides whether an account is handed over for collection or legal action.
Connect the places your customer accounts already live.
The age analysis, customer master and receipts from your ERP, customer correspondence in Outlook, CRM notes and credit bureau data through your subscription. Already use something else? We connect that too.
- OpenAI Frontier
- Your own AI platform or models
- Microsoft 365 (Teams, SharePoint, Outlook, Excel)
- Copilot Studio
- SAP, Sage, Syspro, Dynamics 365, Xero
- Salesforce and Dynamics 365 CRM
- Credit bureau data via your subscription
Runs daily on a schedule, and on request in Teams or OpenAI Frontier, using the models your organisation approves.
Prioritised call lists, draft statements, reminders and letters of demand in Outlook and Word, and a debtors report in Excel or Power BI.
Step by step
- 01
The agent refreshes the age analysis and receipts from your ERP each day.
- 02
It ranks overdue accounts by risk and value and builds the day's follow-up list.
- 03
It drafts statements, reminders and letters of demand suited to each account.
- 04
Your credit controller reviews and approves letters of demand and any handovers.
- 05
It logs promises to pay and flags any that are missed.
- 06
It reports debtors days and collection performance to management.
Deployment
Runs inside the tools your team already uses
The same agent and the same cited output, delivered three ways: through the AI assistant you have rolled out, on a model you host yourself, or inside your own software.
In the frontier assistant you already pay for
We publish the agent as an MCP server. Add it as a connector and your team calls it from the chat they use every day, with no new tool to learn.
"What moved in the age analysis?"
- business
- Industrial supplier
- week
- Week 38
On a model you host yourself
Run the agent on open-weight models in your data centre or private cloud. Your customer accounts never leave your network, which keeps POPIA and data residency straightforward.
- Llama
- Mistral
- Ollama
- or any OpenAI-compatible endpoint
Inside your own software
Trigger a run from your own workflows, and push the finished output into your ERP, GRC or reporting systems. We build the integration with your team.
- REST API
- Webhooks
- Batch jobs
- Embeddable review panel
Governed the same way, every route
Whichever way your team reaches the agent, identity, permissions and audit stay with your existing controls.
- Single sign-on through Entra ID, Okta or Google Workspace
- Reads only the documents each user is already allowed to open
- Every tool call written to an audit log you can export
How we deliver it
One agent, three ways to hold it
Start where your team already works, then take it as far into your systems as the value justifies.
DATA SECURITY & PRIVACY
Your customer accounts stay yours.
The agent runs inside your tenancy, reads only what each task needs, and never trains on your customer accounts. Every step is logged so your auditors can see exactly what it touched.
Built for regulated work.
+YOUR CUSTOMER ACCOUNTS NEVER LEAVE YOUR ENVIRONMENT
More agents
More agents we build for South African enterprises
Each one is built on the same foundation: your documents, your rules, and your people signing off.
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