Custom AI agent · Finance
AI Accounts Receivable Follow-Up Agent for Advertising Agencies
Keep client scopes, campaign charges and approved invoices connected.
Organize agency retainers, project invoices and documented media pass-throughs against approved scopes, purchase orders and posted payments, routing campaign or billing exceptions to a reviewer.
- Retainer and project invoices linked to approved scope and billing periods
- Media-cost and purchase-order exceptions surfaced for review
- Campaign or client disputes routed before routine follow-up
Starting at $300 USD/month
Starting price is $300 USD/month for a tailored solution. Your proposal defines the workflow, deliverables and payment terms. Project-management, CRM, media-reporting or accounting integrations, campaign volume, hosting and ongoing support are scoped before work begins.
What is an AI accounts receivable follow-up agent for advertising agencies?
Advertising agencies may bill recurring retainers, creative or production milestones, project fees and documented media or vendor costs. The supporting records can span a statement of work, campaign approval, insertion order, media platform export, vendor invoice, agency project tool and accounting ledger. This agent organizes issued invoices against approved client, campaign and billing-period references, keeps source-reported media costs distinct from agency fees, and flags missing purchase orders, unapproved scope changes, mismatched vendor amounts or open campaign questions for review. It helps finance prepare follow-up with the context behind each balance, including recorded client approvals and payment postings. It does not determine whether advertising ran as contracted, assess campaign performance, approve a media budget or decide that a client is responsible for a disputed cost. Account leads confirm scope and campaign context; finance verifies the invoice and ledger before any client communication.
What it can organize across agency receivables
Organize retainer and project billing
Group invoices by client, statement-of-work reference, retainer period, project milestone and recorded due date. Flag a missing approval or period mismatch for the account lead to verify before a routine reminder.
Separate agency fees from documented media costs
Keep source-reported creative or service fees distinct from media and vendor charges, with references to the approved budget, insertion order or vendor invoice when provided. Finance confirms treatment and amounts against the engagement and accounting records.
Surface purchase-order and campaign approvals
Compare recorded PO, campaign and client-approval references with the agency's billing checklist. Route missing or conflicting evidence to the account team rather than treating a questioned charge as a confirmed receivable.
Prepare a context-aware follow-up queue
Arrange verified balances by client, invoice date, due date, campaign or project and last recorded action. Hold disputed deliverables, paused campaigns and vendor-cost questions for the designated reviewer.
Where it can help
Reviewing a monthly creative retainer
Match an issued invoice to the client's approved retainer period and scope reference. If the account lead has recorded a paused campaign or a scope change, route the invoice for review before finance approves follow-up.
Reconciling a media-cost pass-through
Compare a recorded media charge with the available insertion order, platform export or vendor invoice and the client approval reference. Finance checks the source amount and agreed billing treatment before explaining or adjusting an invoice.
Following up on a production milestone
Organize an invoice with its delivery milestone, client sign-off reference and payment posting. A project lead confirms acceptance or an open revision question before finance decides whether the balance is ready for follow-up.
How it works
A step-by-step workflow your team can review before launch.
Select approved campaign and finance records
Choose the accounting invoice and payment records, client scope, retainer schedule, campaign approvals and media or vendor documentation authorized for this process. Name the source of truth for each amount and approval.
Map client and billing references
Document client and campaign IDs, SOW and PO references, retainer periods, milestone approvals, media-cost sources, invoice dates, due dates and exception owners.
Assemble an evidence-linked queue
Group source-reported balances while flagging missing client approvals, PO gaps, unapproved scope changes, unmatched media costs, paused campaigns and disputed deliverables.
Approve client follow-up
The account or project lead confirms campaign and scope context; finance verifies fees, pass-through support and payment postings and authorizes every customer-facing message or account adjustment.
Built around your business
What we configure
- Agency project-management and accounting export fields
- Client, campaign, statement-of-work and purchase-order references
- Retainer periods, creative fees and production milestone categories
- Media platform and vendor-cost source references
- Client approval, campaign pause, scope-change and dispute statuses
- Named account, project and finance reviewers
What we need from you
- Sanitized samples of agency invoices, scopes and payment exports
- A source-of-truth owner for approved fees, media costs and posted payments
- Documented retainer and milestone billing rules by service type
- Client PO and campaign-approval requirements maintained by account owners
- Named account and finance reviewers for scope, cost and collection exceptions
- Role-based access and a data-minimization plan for client and campaign details
Clear boundaries before launch
What it will not do
This agent organizes advertising-agency receivables records. It does not interpret a statement of work, decide that a campaign or deliverable is complete, measure ad performance, approve creative or media budgets, authorize media buying, verify that ads ran, negotiate agency fees, determine that a vendor charge is contractually recoverable, create or alter invoices, transfer media funds, waive a balance, calculate collection fees or independently contact clients. A campaign approval is not proof of delivery, and a platform-reported media amount is not proof of client acceptance. Account leads verify scope and campaign context; finance checks invoice terms, supporting cost records and payment postings and approves every external communication or account change. Client contracts, media-platform permissions, privacy and applicable collection obligations remain the agency's responsibility.
How success is measured
Review sampled queue records against dated client scopes, retainer schedules, milestone approvals, insertion orders or vendor support, and accounting postings. Track missing PO or approval references, media amounts awaiting reconciliation, invoices on campaign or scope hold, unmatched payments, duplicate follow-ups and staff time spent assembling client-billing evidence. Measure administrative completeness separately from campaign delivery, impressions, conversions, client retention, agency margin or collection rate.
Frequently asked questions
What does an AI accounts receivable follow-up agent do for an advertising agency?
It organizes issued client invoices against approved scopes, billing periods, campaign references and payment records, then routes media-cost, delivery or approval questions to the right agency reviewer.
Can it decide whether a campaign fee or media cost is billable?
No. It can surface the scope, PO, insertion-order or vendor references provided by the agency, but account leadership and finance confirm the contract terms and approved amount.
How does it treat media spend passed through to a client?
It can keep source-reported media or vendor charges distinct from agency fees and flag missing support or approval references. Finance verifies the platform or vendor record and the agreed billing treatment.
Will it contact clients or approve campaign budgets?
No. It does not approve media budgets or independently send follow-ups. Agency staff verify campaign context, balances and client terms and approve all external communication.
Can it handle a paused campaign or a disputed deliverable?
A recorded pause, revision request or dispute can be routed to the account or project lead. The agent does not determine delivery acceptance or whether an invoice should be waived.
Can it connect to our project, media and accounting tools?
Connections can be scoped after reviewing the platforms, available exports or APIs, permissions and approval workflow. Integrations are not automatically included in the starting price.
What does the $300/month starting price include?
Tranki solutions start at $300 USD/month. Your tailored proposal defines the workflow, deliverables and payment terms. Integrations, campaign volume, hosting and ongoing support are scoped before work begins.
