Cashflow Guardian

This agent integrates with your payment processor and accounting system to make sure your quote to cash journey is as painless as it can be. Collect cash, send payment reminders and even do complex revenue recognition without lifting a finger.

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Outcomes

You should use the Cashflow Guardian if you want to:
  • Generate invoices to be paid by your customers
  • Collect money automatically
  • Carry out dunning via agent-driven reminders and retries
  • Sync your invoicing with your accounting system automatically (handling both cash basis and accrual accounting methods)
  • Have a full reporting suite on the above processes

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Setup

The following Capabilities need configuration for them to execute:

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Generate invoices

This is the main configuration for sending invoices, this drives everything that is visible on the PDF invoice that is sent to customers. This is where you set your own business information that you want to transact with your customers with. Mandatory information is the business name and email to send the invoice to. Other fields are optional, however setting the address is recommended as it will help with calculating tax obligations in the future.
Reach out to support if you require post paid invoicing. This can be configured on a workspace level for your account.
Also set in the Generate invoices capability are the bank accounts that you can take payments from without using a payment processor. You can set the email address that invoices are sent from, as well as CC and BCC addresses for your internal systems and processes.
CustomerOS supports sending invoices from your own domain, please reach out to support to set this up.

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Manage online payment (Optional)

In the Manage online payment capability you can link your payment processor of choice (like Stripe) and use it to both take online payments as well as take recurring automatic payments after you have captured a payment method for your customers. Once enabled on this Agent, you can then toggle online payments on for each Company Contract, and also configure Contracts to use either recurring payments or require customers to manually pay each time.
Stripe payments can use the invoice email to automatically link to existing payment accounts that exist in your Stripe instance.Alternatively you can also use the CustomerOS API to set the Stripe Customer ID directly that will take precedence over the customer email.

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Sync invoice to accounting system (Optional)

CustomerOS makes it easy to sync every invoice into your accounting system. It can handle both cash accounting (revenue recognized at time of invoice) and accrual accounting (revenue recognized when services were rendered). To configure this, connect your Quickbooks Account by pressing the Sync Quickbooks button. Once added via logging into and confirming the connection in Quickbooks, you can then select your accounting method. Cash Basis: This will only sync Products, Customers and Invoices to Quickbooks.
Accrual Basis: This will sync everything in Cash Basis, but also add a journal entry and payment to balance each invoice into the period that the invoice belonged to.
If you want to connect another accounting system, please reach out to sales so we can see what we can do!

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Send past due notification (Optional)

Choose how many days after invoice is marked overdue to send reminder email.

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Technical Agent Configuration

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Goal

Goal: Get you paid
Metric: Cash collected in past 30 days in your Workspace main currency
Completion Events: Invoice paid, Invoice voided

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Listeners

  1. Start invoice run with autopayment
  2. Start invoice run
  3. Send invoice
  4. Invoice paid
  5. Invoice past due
  6. Invoice voided
  7. Payment failed

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Capabilities

  1. Generate invoice
  2. Process autopayment
  3. Send invoice via email
  4. Send paid notification
  5. Send past due notification
  6. Send invoice voided notification
  7. Sync invoice to accounting system
  8. Send payment failure notification

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Plays

  1. Start invoice run
    • Generate invoice
    • Sync invoice to accounting system
  2. Send invoice
    • Send invoice via email
  3. Start invoice run with autopayment
    • Generate invoice
    • Process autopayment
    • Sync invoice to accounting system
  4. Invoice paid
    • Send paid notification
    • Sync invoice to accounting system
  5. Invoice past due
    • Send past due notification
  6. Invoice voided
    • Send invoice voided notification
    • Sync invoice to accounting system
  7. Payment failed
    • Send payment failure notification