Custom AI agent · Finance
AI Accounts Receivable Follow-Up Agent for Architecture Firms
Tie each client follow-up to the project phase and fee record.
Organize project-based invoice follow-ups around design phases, approved fee schedules, client records and open scope questions.
- Organize open invoices by client, project and design phase
- Surface missing approvals or scope questions before outreach
- Give principals and finance a reviewable billing trail
Starting at $300 USD/month
Starting price is $300 USD/month for a tailored solution. The proposal defines the workflow, included projects and systems, deliverables and payment terms. Integrations, usage, hosting and ongoing support are scoped separately before work begins.
What is an AI accounts receivable follow-up agent for architecture firms?
An AI accounts receivable follow-up agent for architecture firms helps a practice coordinate client billing across multiple projects and design phases. It can assemble approved invoice details with the project identifier, contract billing schedule, phase milestone, recorded payment and prior client correspondence. When an invoice depends on a deliverable approval, reimbursable expense or change in scope, the workflow can flag the missing context for the project lead rather than assuming the amount is due. Tranki tailors the process to the firm’s accounting and project management records. Staff remain responsible for confirming contract terms, approving invoices and deciding what to communicate to each client.
Project-based receivables for architecture practices
See receivables across active projects
Group open items by client, project number, studio or billing phase. Keep each invoice and its documented due date traceable to the source record.
Check the fee milestone context
Show the approved billing schedule and recorded phase milestone alongside an invoice where those fields are available. Flag missing sign-off or incomplete records for the project manager to verify.
Separate routine follow-up from scope questions
Prepare a review draft for a straightforward balance, while routing disputed scope, pending change orders, consultant pass-throughs or expense questions to the responsible project lead.
Coordinate principal and finance review
Give the assigned owner a concise account summary, previous contact notes and proposed next step without replacing the firm’s invoice approval or accounting process.
Where it can help
A design phase invoice is ready for client follow-up
The finance coordinator sees the project, client, invoice date, agreed milestone and prior contact record together, then confirms the details before approving a courteous reminder.
A proposed additional service is not yet approved
The system flags the open scope or change-order question and routes it to the project principal. It does not include unapproved work in a receivable or assert that the client owes it.
Partners review working capital across studios
A practice can review open invoices by project, client and aging band, with missing approvals, assigned project leads and next actions visible for discussion.
How it works
A step-by-step workflow your team can review before launch.
Map projects to billing records
Agree how client, project code, contract fee schedule, invoice and phase milestone are identified in the firm’s connected systems.
Assemble approved payment context
Bring together authorized invoice, due-date, payment and communication details, with documented phase or approval references when available.
Flag the appropriate next step
Apply the firm’s written review rules to prepare a routine follow-up draft or route a missing milestone, scope question or disputed expense to its owner.
Review and record the decision
A finance team member or project lead verifies the contract context, approves client communication and records payment or invoice changes in the accounting system.
Built around your business
What we configure
- Accounting and project management systems included in the agreed scope
- Client, project code, studio and project lead fields
- Contract billing schedules, phase milestones and due-date rules
- Approval references for deliverables, additional services and reimbursable expenses
- Client follow-up templates and escalation ownership
- Views for receivables by project, principal, client and aging band
What we need from you
- A current client and project list connected to open invoice records
- Documented fee schedules and billing milestones for projects in scope
- A reliable project identifier shared across accounting and project records
- Named finance and project owners for scope, approval and expense questions
- Approved permissions, reminder language and review checkpoints
Clear boundaries before launch
What it will not do
The agent assembles receivable context and prepares drafts for staff review. It does not interpret an architect-client agreement, decide whether a phase is contractually complete, approve additional services or reimbursable expenses, set fees, issue or amend invoices, apply payments, determine whether a client dispute is valid, or send client messages without the workflow permissions and review your firm approves. A project lead or authorized finance professional must verify milestone approvals, scope changes and any amount that is not clearly supported by the firm’s records.
How success is measured
Establish a baseline for time spent locating project billing context, the share of open invoices with a named next owner, milestone or scope questions identified before outreach and staff edits to prepared drafts. Review samples for correct project and invoice references, documented fee schedule context, appropriate routing and tone. Compare collection timing across similar project types and billing phases; project mix, client approval cycles and contract terms can affect results independently of the agent.
Frequently asked questions
What does an AI accounts receivable follow-up agent do for an architecture firm?
It organizes project invoice context and prepares routine follow-up drafts for review. Your finance team and project leads confirm milestone status, handle scope questions and approve client communication.
Can it track billing by design phase?
It can display phase or milestone references when they are recorded in authorized connected systems and mapped in the project scope. Staff verifies any approval or completion condition before outreach.
Can it bill a client for additional services automatically?
No. Additional services and change orders require review under your firm’s process. The agent can route the related question but does not approve scope, determine a fee or amend an invoice.
Can it include reimbursable expenses or consultant fees?
The workflow can surface approved expense or consultant references if those records are connected. Your staff verifies that a charge is documented and billable before it appears in any client communication.
Will the agent send client reminders or apply payments?
The standard workflow prepares drafts and review tasks. Sending messages, applying cash or changing an invoice is not included by default and requires explicit permissions and controls.
Which systems can it connect to?
Potential connections depend on your accounting and project platforms, available interfaces, shared project identifiers and required permissions. Tranki reviews these requirements before proposing an integration.
What does the $300/month starting price include?
Tranki solutions start at $300 USD/month. Your final proposal defines the tailored workflow and payment terms; integrations, usage, hosting and ongoing support may be scoped separately.
