Receivables & payables
Chase the right invoices. Pay the right bills. Cut the admin.
From outstanding invoices to reviewed follow-ups and payment decisions.
An illustrative workflow, shaped around your systems, records and approvals.
A typical manual workflow
Your team prepares,
checks and produces.
Rebuild the outstanding lists
Export unpaid customer invoices and supplier bills.
Work out what needs action
Check payments, credits, disputes and promises to pay.
Write reminders and prepare payments
Draft follow-ups and assemble bills proposed for payment.
Resolve issues and authorise
Handle disputes, approve payments and update the records.
With Octopi systems
Check what is owed and prepare the follow-up.
- Checks invoices against recorded receipts and credits before preparing customer reminders.
- Separates overdue invoices from recorded disputes and promises to pay, so they get the right follow-up.
- Prepares a supplier payment list with due dates, approvals and suspected duplicate bills highlighted.
Handle the conversations that need a person.
Your team resolves disputed work, agrees payment arrangements and approves supplier payments. Changes to bank details are independently verified.
Inside the system
The tools, instructions
and checks behind it.
01Refresh invoice statusRules + data
Combine invoices with recorded receipts, credits, disputes and promises to pay before deciding what is overdue.
Accounting API or export · Invoice status tables
- Input
- Invoices, recorded receipts and credits, contact records, agreed payment terms, dispute notes and promises to pay from connected sources.
- Output
- A current outstanding-invoice view with overdue items.
- Checks and human role
- Validate totals against the ledger and preserve invoice identifiers.
02Flag exceptions and prioritiesRules + calculations
Check due dates, suspected duplicates and missing approvals; separate disputed invoices from ordinary overdue items.
Duplicate checks · Due-date rules · Approval records
- Input
- Structured invoices, dispute flags and approval status.
- Output
- A prioritised review queue and proposed payment candidates.
- Checks and human role
- Hold disputed, unapproved or suspected duplicate invoices for review.
03Draft follow-ups and summariesAI assistance
Prepare reminders using the latest recorded balance and payment history, and summarise supplier bills due for approval.
Claude or ChatGPT · Approved email templates · Reusable instructions: Receivables and payables communications
- Input
- Verified balances, contact records, payment terms and approved tone.
- Output
- Draft reminders and a payment summary for review.
- Checks and human role
- Use approved facts. Do not send messages or change bank details automatically.
Example instructions
Draft reminders using the latest recorded balance after receipts and credits. Exclude settled invoices, recorded disputes and promises to pay that are not yet due. Flag unallocated receipts or uncertain payment status for a person. Use the correct invoice number, balance and due date. Separately list supplier payment candidates, suspected duplicates and missing approvals. Return drafts only; do not send messages or release payments.
04Approve action and reconcileHuman approval + system
People handle disputes and approve reminders and payments; the system records the action and refreshes balances.
Authorised approver · Payment controls · Reconciliation rules
- Input
- Reviewed drafts, payment candidates and approvals.
- Output
- Approved communications, authorised payments and updated balances.
- Checks and human role
- Keep payment authorisation and bank-detail verification with authorised people.
Illustrative workflows after setup. Your existing automation, systems and processes determine the work removed. People provide context, resolve exceptions and retain agreed approvals.
What could change for your business?
Spend less on finance.
Get more from it.
Tell us what is taking too much time, costing too much or leaving you without the information you need. Let's explore what the right systems could change.