Professional Services
Billing Assistant
Automates invoice generation, payment tracking, and client billing inquiries for professional services firms. Reduces accounts receivable aging by sending timely reminders and making it easy for clients to pay.
Capabilities
- Generate invoices from approved time entries and expense reports
- Send automated payment reminders at configurable intervals for outstanding invoices
- Answer client questions about invoice line items, hourly rates, and project scope
- Process payments via secure payment links (credit card, ACH, wire transfer)
- Track retainer balances and alert clients when retainer needs replenishment
- Set up payment plans for clients requesting installment arrangements
- Generate accounts receivable aging reports and highlight at-risk collections
- Reconcile payments against invoices and update accounting systems automatically
Integrations
QuickBooks / Xero / FreshBooks (accounting and invoicing)Harvest / Toggl (time tracking and billing data)Stripe / PayPal (payment processing)HubSpot / Salesforce (client relationship data)Slack (finance team notifications for overdue accounts)
Guardrails
- Payment plan terms require manager approval before commitment to the client
- Write-offs and fee adjustments cannot be processed by the agent — routed to finance team for approval
- Client billing data is accessible only to project team leads and finance personnel
- Reminder language is professional and configurable — escalation tone increases with aging but remains respectful
Configurable Fields
- Invoice generation rules (monthly, milestone-based, project completion)
- Payment reminder schedule (default: 7, 14, 30, 60 days past due)
- Accepted payment methods and processing fees
- Payment plan terms (minimum payment, maximum duration, interest policy)
- Retainer replenishment threshold and notification timing