AR aging cut from 62 to 31 days, no headcount added.
How an AI Pilot automated invoice follow-up and cash-flow forecasting for a 40-person professional services firm. Shipped in 3 weeks.
50%Reduction in AR aging62 days down to 31 days
3 weeksTime to shipone AI Pilot, one production system
0New headcount addedfinance team stayed at 2 people
5+ hrsReclaimed per weekon what used to be manual follow-up
The challenge
What was getting in the way.
A 40-person professional services firm had a cash-flow problem hiding in plain sight. Invoices were going out on time, but follow-up was inconsistent and manual. The founder was personally chasing late payments. The finance lead was spending five hours a week composing reminder emails. AR aging had crept to 62 days, and the team had no real visibility into when cash would actually land.
The team did not want another finance hire. They wanted the work done.
What we shipped
How we ran the work.
Invoice trigger automation.
Every invoice sent in the accounting system kicked off a follow-up cadence based on payment status. No manual tracking, no missed reminders.
AI-drafted follow-up sequences.
Polite, on-brand reminders at 7, 14, 21, and 30 days. Each one drafted by AI in the firm's voice, escalating in tone, never robotic.
Cash-flow forecast dashboard.
Real-time view of expected cash by week, segmented by client and aging bucket. The founder finally saw the picture instead of guessing it.
Weekly operator review.
A Vixure operator reviewed the queue every Monday. Edge cases got a human touch. The system kept improving as we learned what worked.
The trust loop
How the work stays human.
Every follow-up email was drafted by AI, reviewed by a Vixure operator, and approved by the firm's finance lead before it sent. Speed without losing relationships.
01
AI drafts.
Research, segmentation, and a first-pass message that already sounds like the founder.
02
A Vixure operator reviews.
Tone, facts, and judgment. Nothing leaves without a human read.
03
You approve.
Strategy stays yours. AI handles the heavy lifting. You stay authentic.
The results
What changed.
AR aging cut from 62 to 31 days — a 50% reduction in 90 days.
5+ hours reclaimed per week across the finance team, redirected to client work.
Cash-flow visibility for the first time — the founder stopped guessing when payments would land.
No new finance hires — the existing 2-person finance team handled 2x the throughput.
Client relationships preserved — the AI-drafted reminders read like a human wrote them, because a human reviewed every one.
We knew we needed AI in finance, but we didn't know where to start. Vixure mapped the leverage in two weeks and shipped the system in a month. We have not chased a late invoice since.
CFO
, Mid-size professional services firm
Composite case study based on Vixure's work with B2B SMBs. Numbers are representative of typical engagement outcomes.
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