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Collect Faster, Reduce Risk, and See Every Receivable Clearly

Rotasu Accounts Receivable gives finance teams complete visibility over invoicing, collections, credit risk, and cash application — so revenue turns into cash without the blind spots.

Book Demo
  • Smart payment reminders
  • Payment appropriation
  • Credit risk analysis
  • Contract dashboard
  • PO to SO in one click
  • Tax-ready invoices

Benefits

What your receivables team gets back.

Five things your team stops chasing by hand, from the reminder to the cash on the right invoice.

  1. 01

    Cash in without the chasing.

    Reminders go out before and after the due date, timed to how each customer actually pays, and a promise to pay is followed up on the day it falls.

    • Reminders timed to each customer's habits
    • Promises to pay chased on the day
    • Sent in your own templates and tone
    Collections today$414K overdue
    CustomerDueNext step
    CaldwellPromised Dec 7$186KChase Dec 7
    RedlowRate disputed$142KDispute
    Summit3 days past due$64KReminder sent
    KeystonePays on the day$22KDue Friday
    $64K collected this week after automatic reminders.Applied
  2. 02

    Every payment on the right invoice.

    Partial, combined, and advance payments are allocated to the right invoices and periods, so every customer balance is right the day the money lands.

    • Multi-invoice receipts split automatically
    • Partial and advance payments handled
    • The remainder held on account
    Receipt from Redlow · $250,000Applied
    InvoiceAppliedStatus
    INV-7601SO-4688$142,000Closed
    INV-7612SO-4703$86,000Closed
    INV-7640Due Dec 30$0Not yet due
    AdvanceNext invoice$22,000On account
  3. 03

    Credit extended with your eyes open.

    Each customer's payment behaviour, DSO, and exposure are read before a new order or better terms are agreed, so risk is priced in, not discovered.

    • Payment behaviour and DSO per customer
    • Exposure across open and ordered
    • Checked before terms are extended
    Credit exposureOpen + ordered
    CustomerExposureRisk
    RedlowCredit exception$392KHigh
    Caldwell18 days late$312KRising
    Summit$96KMedium
    Harbor$140KLow
    Hold Redlow's next order until INV-7612 clears.Hold set
  4. 04

    Invoices out the moment they are due.

    Invoices are drafted from sales orders, contracts, and milestones, checked end to end, and issued with the right sales tax in your own format.

    • Drafted from orders, contracts, and milestones
    • Sales tax applied for the region
    • Your own invoice format, ASC 606 compliant
    Draft invoice · SO-4703Redlow Petrochem
    1. Lines match the order24 items and prices agreePassed
    2. Sales taxTexas, 6.25%Applied
    3. Customer's formatRedlow templateUsed
    4. 4Final invoice INV-7688Validated before postingReady
  5. 05

    Orders in without the retyping.

    A customer's PO is read, checked against items, prices, and terms, taken through approval, and turned into a sales order.

    • Customer POs read in any format
    • Items, prices, and terms checked
    • The sales order created after approval
    Customer PO · KeystoneKS-2231
    1. Items recognised6 linesPassed
    2. 2Prices against contractLine 4 at last year's price1 difference
    3. TermsNet 30Passed
    4. 4Sales order SO-4721Drafted from the POTo approve
    Line 4 corrected to the contract price before approval.Fixed

Contract dashboard

Keep contract commitments, billing, and aging in one view.

Monitor contract milestones, billing progress, outstanding receivables, and collection status in one place. Identify overdue balances, unbilled revenue, and collection risks early with contract-wise aging and real-time alerts.

The team knows what is billable, overdue, and at risk on every active contract.
Master agreement · Trentmoor Energy
Reference
CTR-2207
Term
24 months from 1 Nov
Schedules
3
Signed
Both parties
Contract value $2,460,000Mail and Drive
Document Processingcalled by Sales

Two copies arrived — one attached to an email, one dropped in Drive — and neither of them is the record until it is read. Taking the signed one.

  • Pages read, no template for this counterparty
  • Schedules identified
  • Clauses extracted and classified
  • Checked against the copy in Drive
What is in it, and how each line bills
ScheduleBasisValue
A · 4 skid packagesMilestone$1,240,000
20% signing · 30% design approval · 30% despatch · 20% commissioning
B · Site O&M crew, 21 peopleManpower$38,400/mo
Billed monthly in arrears against approved timesheets
C · SparesConsumption$298,400
Rate card, no monthly minimum — bills only what they draw
Sales

The terms are where this contract differs from the last four we signed. Two of them are ours to accept, not to discover in month nine.

  • Payment terms against our standard 30
  • Retention held to commissioning
  • Late delivery penalty
  • Escalation on the manpower rates
Needs approval

Activate CTR-2207 on these terms

Two things are being accepted rather than negotiated: 45-day payment against our standard 30, and a late-delivery penalty capped at 5% of Schedule A. Everything else matches our template.

$2,460,000 over 24 months · $62,000 of working capital in the extra 15 days · maximum penalty exposure $62,000

Approve and activate
Billing plan · CTR-2207drafting
Sales

Live. The plan is not a document now, it is a set of things being watched.

  • Milestone triggers armed
  • First manpower cycle
  • Revenue recognition profile posted
  • Retention tracked against M4
Receivables schedule · next six months

Every contract on the book, by the month it actually bills. Trentmoor's crew invoices monthly and its milestones do not; Halvern pays quarterly; Ashbourne twice a year. $630,000 of what has been raised is still owed.

ReceivedPendingNot yet raised
CustomerOctNovDecJanFebMarTotal
  • Trentmoor EnergyMonthly · Schedule B38,40038,40038,40038,40038,400$192,000
  • Trentmoor EnergyOn milestones · Schedule A248,000353,400372,000$973,400
  • Caldwell FacilitiesMonthly86,50086,50086,50086,50086,50086,500$519,000
  • Halvern EngineeringQuarterly124,000124,000$248,000
  • Barrow & KellQuarterly41,20041,200$82,400
  • AshbourneHalf-yearly24,000$24,000
Per month234,500414,100478,300248,900166,100496,900$2,038,800

Invoice and SO generation

Raise the right invoice from the event that earns it.

Generate invoices and sales orders quickly with consistent formatting. Automatically create accurate invoices from sales orders, contracts, milestones, and billing schedules.

  • Validate pricing, taxes, fulfilment, and payment terms before generation.
  • Reduce errors and accelerate revenue realization.
Every invoice is tied to the order, contract, or milestone that made it due.
Milestone certificate · CTR-2207 M2
Milestone
Design approval
Signed by
Trentmoor · R. Oyelaran
Date
4 Nov
Schedule A value
30%
Received
Sales

A certificate says a milestone happened. Before billing it, checking that the contract agrees.

  • Deliverables listed against M2
  • Customer acceptance on file
  • Late delivery penalty accrued
  • Retention applicable under clause 9
What this invoice may contain
LineAmount
Milestone M2 · 30% of Schedule A$372,000Earned
Retention held to commissioning− $18,600
Released on M4, not written off — tracked against the contract
Late delivery penalty$0Clear
Design approval landed inside the contract window
Spares drawn this periodnot on this invoice
Schedule C bills separately in arrears
Needs approval

Raise INV-7741 for $353,400

The milestone value less the 5% retention the contract holds to commissioning. Billing the full $372,000 is the version that comes back as a dispute in December.

$353,400 · due 20 Dec on 45-day terms · retention balance $18,600

Raise and send
Sales

Out.

  • Invoice raised and posted
  • Sent to their AP desk
  • Due date set from the contract
  • M3 trigger now watching
TETrentmoor Energy

Received and booked. It goes into the 20 Dec payment run — the retention line is noted against M4 on our side too.

PO to sales order

Turn a customer PO into an accurate sales order.

Automatically capture and validate customer purchase orders, identify discrepancies, and generate accurate sales orders in your existing system reducing manual work and accelerating order fulfilment.

Every accepted customer commitment becomes a validated, traceable sales order.
Customer purchase order · incoming
Source
Connected sales and finance systems
Status
Ready for review
Owner
Accounts Receivable
Live data
Sales

The customer PO is read, compared to the commercial record, and checked before it becomes a sales order.

  • Customer and ship-to
  • Price and quantity
  • Terms exception
What needs a decision
CheckResult
Customer and ship-tomatched
Price and quantityvalidated
Terms exceptionrouted for approval
Needs approval

Create the validated sales order

The recommendation is recorded with the source data, exception reasoning, and owner before it changes the live receivables record.

Approve and update
The customer PO is now an approved sales order

The workflow is complete and the next owner can see the decision, its supporting evidence, and the result in the same record.

StatusUpdatedAudit trailCompleteNext reviewScheduled

Payment reminders

Make every follow-up timely and relevant.

Automatically send personalized reminders before and after invoice due dates. Adapt follow-up timing and escalation based on customer behavior, aging, and credit risk to reduce overdue receivables and accelerate collections.

Customers receive the right nudge at the right time, with escalations no one has to remember.
Being chased today
InvoiceValueAge
INV-7612 · Caldwell$86,50068 daysOldest
No dispute raised, no credit note pending — this is cash, not an argument
INV-7590 · Barrow & Kell$41,20034 days
INV-7688 · Trentmoor$38,40012 days
Inside their 45-day terms — a reminder here costs goodwill and gains nothing
INV-7544 · Ashbourne$24,000104 daysIn dispute
Held pending a credit note — not a collection problem
Sales

Two of these four should be chased today, and only one of them the same way. Caldwell has paid every invoice for three years, just late.

  • Average days to pay, last 11 invoices
  • Disputes ever raised
  • Open orders with them right now
  • So this is
To Caldwell Facilities · INV-7612drafting
CFCaldwell Facilities

Apologies — cash is tight this month while we wait on a receipt of our own. We can clear this in full on the 7th, ten days from now.

Sales

A promise is only worth anything if something is waiting for it. Recording the 7th against the invoice and standing down until then.

  • Promise to pay recorded
  • Reminder scheduled
  • Escalation suppressed until then
  • Credit exposure flagged to the account owner
Sales

7 December, 09:00. The reminder goes out on its own, quoting their own words back to them, and Caldwell confirms within the hour.

  • Scheduled reminder fired
  • Promise referenced in the message
  • Customer confirmed release
  • Funds credited

$86,500

Collected on the day it was promised, 78 days after it was raised

promise kept · DSO 52 → 47 days

Payment appropriation

Settle incoming cash against the right invoices.

Automatically match and allocate incoming payments against outstanding invoices, including partial, consolidated, advance, and multi-invoice payments. Detect discrepancies, recommend the correct allocation, and update receivables without manual mapping.

Receivables are current, and every payment keeps its evidence and allocation trail.
Bank credit · 9 Dec
Amount
$391,032
From
TRENTMOOR ENERGY LTD
UTR
HDFC24120900418
Invoice reference
none quoted
Unapplied
Sales

In the bank, on the ledger, and against nothing. Until it is appropriated it is a liability sitting in unapplied cash, and their account still shows two invoices open.

  • Customer identified from the narration
  • Posted to unapplied cash
  • Invoices still showing open on their account
  • Revenue recognised so far
What it could be settling
InvoiceBasisValue
INV-7688 · Nov manpowerSchedule B$38,400
21 deployed, timesheets approved 1 Dec
INV-7741 · Milestone M2Schedule A$353,400
Design approval, net of the 5% retention
Together$391,800$768 more than arrived
Which reads as a short payment, and is not one
Sales

The $768 is withholding, not underpayment. It is 2% of the manpower invoice and nothing on the supply invoice — and their remittance advice, sent to a different inbox two days ago, says exactly that.

  • Remittance advice located
  • Withholding on Schedule B services
  • Withholding on Schedule A supply
  • Difference explained
Needs approval

Appropriate the receipt and close both invoices

Settle INV-7688 and INV-7741 in full and book $768 to withholding tax receivable, to be claimed against their certificate. Splitting the shortfall across both invoices leaves two open items nobody will ever clear.

$391,032 appropriated · $768 to withholding · unapplied cash $391,032 → $0

Appropriate
Sales

Settled. Their account is clean, and the matched receipt goes to Reconciliation with the advice attached rather than as a number to chase later.

  • INV-7688 closed
  • INV-7741 closed
  • Withholding tax receivable raised
  • Handed to Reconciliation

Credit risk

Act on customer risk before it becomes bad debt.

Continuously assess customer creditworthiness using payment behavior, DSO trends, receivables aging, and credit exposure. Detect high-risk accounts early, optimize credit limits and payment terms, and reduce the likelihood of bad debt and write-offs.

Credit decisions are evidence-led and exceptions are visible before another order is accepted.
Customer credit review · account exposure
Source
Connected sales and finance systems
Status
Ready for review
Owner
Accounts Receivable
Live data
Sales

Payment behaviour, aging, DSO, and exposure are evaluated before more credit is extended.

  • Payment behaviour
  • Aging and DSO
  • Proposed order
What needs a decision
CheckResult
Payment behaviourscored
Aging and DSOwithin threshold
Proposed orderrequires limit decision
Needs approval

Approve the credit recommendation

The recommendation is recorded with the source data, exception reasoning, and owner before it changes the live receivables record.

Approve and update
The credit limit and terms are updated with evidence

The workflow is complete and the next owner can see the decision, its supporting evidence, and the result in the same record.

StatusUpdatedAudit trailCompleteNext reviewScheduled

Sales analysis

Sales Analysis Across Every Dimension That Matters.

Monitor sales movement and receivable trends in real time across product, customer, salesperson, and geography.

Finance can see where revenue and collections are moving before a missed target becomes a cash problem.
Sales performance review · current period
Source
Connected sales and finance systems
Status
Ready for review
Owner
Accounts Receivable
Live data
Sales

Sales, invoice, collection, and aging data are read together by product, customer, geography, and salesperson.

  • Revenue movement
  • Collection trend
  • DSO exposure
What needs a decision
CheckResult
Revenue movementby product and geography
Collection trendby customer
DSO exposureby owner
Needs approval

Publish the sales and receivables review

The recommendation is recorded with the source data, exception reasoning, and owner before it changes the live receivables record.

Approve and update
Sales and cash performance are ready for action

The workflow is complete and the next owner can see the decision, its supporting evidence, and the result in the same record.

StatusUpdatedAudit trailCompleteNext reviewScheduled

Salesperson performance

Connect sales performance to cash realization.

Track sales targets, revenue contribution, invoicing, collections, DSO, and overdue exposure for every salesperson. Identify top performers, uncover performance gaps, and improve both sales growth and cash realization.

Leaders can coach from the full revenue-to-cash picture, not just booked sales.
Salesperson performance review
Source
Connected sales and finance systems
Status
Ready for review
Owner
Accounts Receivable
Live data
Sales

Revenue, invoicing, collections, DSO, and overdue exposure are brought together for each salesperson.

  • Revenue contribution
  • Collection rate
  • Overdue exposure
What needs a decision
CheckResult
Revenue contributionmeasured
Collection ratecompared
Overdue exposureassigned
Needs approval

Publish the performance action plan

The recommendation is recorded with the source data, exception reasoning, and owner before it changes the live receivables record.

Approve and update
The owner has a complete revenue-to-cash scorecard

The workflow is complete and the next owner can see the decision, its supporting evidence, and the result in the same record.

StatusUpdatedAudit trailCompleteNext reviewScheduled

Zero structural change. Connect with your existing tech stack.

Rotasu delivers an end-to-end purchasing copilot that detects bottlenecks, automates RFQs, and executes frictionless invoice approvals directly within your stack. Faster recovery, without breaking a single process. It finds, resolves, and executes across your entire stack from one secure, centralized intelligence layer.
SAP
QuickBooks
BambooHR
Zendesk
Sage
Dynamics
Workday
Darwinbox
Keka
Oracle NetSuite
Gmail
Xero
Outlook
HubSpot
Salesforce
Pipedrive
Affinity
Zoho

Turn Receivables Into Predictable Cash Flow.

Give your finance team one connected view of invoicing, collections, credit risk, and cash application so every receivable is tracked, every payment is matched, and every customer risk is visible before it compounds.
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Frequently Asked Questions

Rotasu AI automates end-to-end finance operations including accounts payable, accounts receivable, transaction reconciliation, document processing, and exception resolution with built-in controls and approvals.
It connects seamlessly with your existing ERPs and tools to eliminate manual data entry, spot discrepancies 24/7, and provide clear recommended actions for your team.
Rotasu handles document intake via OCR and AI, matches records across platforms, and tracks every adjustment with a comprehensive audit trail.
Yes, Rotasu allows you to configure approval workflows so human verification and sign-off happen precisely when needed.
Deployment takes minutes with our secure connectors, requiring zero structural changes to your current financial systems.