InvoiceNinja Agency — AR/AP outsourcing for SMBs

AI deployment blueprint for AR/AP outsourcing for SMBs. Automates ar ap automation using QuickBooks, Slack, Gmail, Claude.

3 agents4 integrations25h freed/week3-4 weeks7h setupSimple

QuickBooks Slack Gmail Claude

AI Readiness Score

72/100

RUN

data maturity70

Financial data structured in QB, email communications trackable

team capacity68

Finance team understands processes, some technical comfort with existing tools

budget alignment75

Budget sufficient for automation tools and moderate complexity integrations

automation readiness80

Repetitive AR/AP processes ideal for automation, clear business rules

timeline feasibility74

3-6 months realistic for phased implementation

integration complexity65

QuickBooks API mature, email parsing moderate complexity

How This System Works

Architecture

Three specialized agents handle distinct AR/AP workflows, integrated via QuickBooks as central data hub with email/Slack for communications

Data Flow

Collections Agent monitors QuickBooks aging reports and automates follow-up via Gmail. Invoice Matcher processes incoming payment emails and applies cash in QuickBooks. AP Processor extracts data from vendor invoices and creates bills for approval workflow via Slack.

Implementation Phases

Collections Automation3-4 weeks

Implement automated collections follow-up system

Collections Assistant

Payment Matching4-5 weeks

Deploy AI-powered cash application automation

Invoice Matcher

AP Processing3-4 weeks

Automate vendor invoice processing workflow

AP Document Processor

Prerequisites

-QuickBooks Online API access and permissions
-Gmail API setup with appropriate scopes
-Slack workspace with bot permissions
-Email filtering rules for invoice/payment identification

Assumptions

-Existing QuickBooks data is clean and structured
-Email volume manageable for parsing (<100 vendor invoices/week)
-Team comfortable with Slack-based approval workflows
-Payment notifications come via email consistently

Recommended Agents (3)

How It Works

1
Query QuickBooks for overdue invoices
Pull all invoices >30 days past due
QuickBooks API
2
Generate personalized follow-up emails
Create context-aware collection emails based on customer history
Claude
3
Send follow-up emails via Gmail
Send templated but personalized collection emails
Gmail API
4
Log activity in QuickBooks
Add notes to customer records
QuickBooks API
5
Alert team in Slack
Notify AR team of critical overdue accounts
Slack API

Data Flow

Inputs

QuickBooks — Invoice and customer data(JSON)
Email templates — Collection message templates(Text)

Outputs

Gmail — Automated follow-up messages(Email)
Slack — Team notifications(Message)

Prerequisites

-QuickBooks API access
-Gmail API setup
-Collection email templates

Error Handling

warning

QuickBooks API timeout

Retry after 5 minutes, alert team if persistent

critical

Email send failure

Queue for manual review

Integrations

Source	Target	Data Flow	Method	Complexity
QuickBooks	Collections Assistant	Invoice and customer data	api	low
Gmail	Invoice Matcher	Payment notification emails	api	moderate
QuickBooks	AP Document Processor	Vendor and PO data	api	moderate
Slack	All Agents	Notifications and alerts	api	low

Schedule

0 9 * * 1-5

Collections AssistantDaily collections review weekdays at 9 AM

trigger-based

Invoice MatcherTriggered by incoming payment emails

trigger-based

AP Document ProcessorTriggered by vendor invoice emails

Recommended Models

Task	Recommended	Alternatives	Est. Cost	Why
Invoice data extraction	Claude Sonnet 4	Claude HaikuGPT-4o	$15-25/month	Superior document parsing and financial data accuracy
Payment matching logic	Claude Sonnet 4	Claude Opus	$20-30/month	Complex reasoning required for ambiguous payment references
Collections email generation	Claude Haiku	Claude Sonnet	$5-10/month	Template-based generation, cost-effective for high volume

Impact

What Changes

Before

Manual collections calls and emails sent inconsistently

After

Systematic daily follow-up with all overdue accounts

Before

Full day spent matching payments to invoices

After

90%+ of payments automatically matched and applied

Before

Vendor invoices pile up awaiting manual data entry

After

Invoices processed and routed for approval within minutes

Capacity Unlocked

25+ hours/week redirected to client advisory services and business development

Time to First Impact

3-4 weeks

Quality Gains

✓Consistent collections follow-up reduces bad debt
✓Faster cash application improves cash flow visibility
✓Automated GL coding reduces month-end close time

25h freed up/week$220/mo estimated cost

Similar Blueprints

Invoice Processing & AP Automation

Comprehensive AP automation system that processes invoice attachments through AI-powered data extraction, routes them through intelligent approval workflows, and synchronizes data across QuickBooks and Bill.com. The system handles exceptions through human review queues and provides real-time analytics via Slack notifications. Built with redundant error handling and continuous optimization based on processing patterns.

78/1005 agents↑18

Expense Report Automation

An intelligent expense management system that automates the entire expense report lifecycle from submission to reimbursement. The system validates expenses against company policies, routes approvals intelligently, ensures compliance, and provides analytics insights. By integrating Expensify, NetSuite, and Slack, it eliminates manual processing while maintaining proper financial controls and audit trails.

78/1005 agents↑10

WealthBridge Advisors — RIA firm, $200M AUM

AI deployment blueprint for RIA firm, $200M AUM. Automates ria client prep using Salesforce, Slack, DocuSign, Claude.

72/100RUN3 agents↑0

QuickCFO Services — Fractional CFO firm for startups

AI deployment blueprint for Fractional CFO firm for startups. Automates fractional cfo using QuickBooks, Google Sheets, Slack, Claude.

72/100RUN3 agents↑0

What's next?

This blueprint is a starting point. Fork it, remix it, or build your own.