§ Integration · Bill.com

AR aging & draft dunning inside Bill.com.

Bill.com is where the AR aging report lives. It is also where the controller stares at it every Monday morning wondering which invoices need a firm nudge and which customers are one email away from payment. A back-office process reads the aging report, drafts the reminder emails, and queues them for controller review. The controller edits, approves, and sends.

The process does not send emails to your customers

This is a standing rule, and it’s the most important line on this page. The process drafts. Your controller reviews, edits, and sends — from your sending address, in your voice. Customer-facing language stays human by rule. An auto-sent dunning email is how you lose a customer you could have kept.

What it reads from Bill.com

• AR aging report — who is past due, by how many days, for how much
• Invoice status (sent, viewed, disputed, paid-partial)
• Customer contact on file (name, primary email, phone)
• Last-payment date
• Dispute flags — invoices with an open question from the customer

What triggers a draft

Configurable per company, but typical defaults look like this:

1. 7 days past due — soft nudge, “just following up on invoice #X”
2. 30 days past due — firmer, “invoice #X is now 30 days past due, here is the balance”
3. 60 days past due — controller-escalation draft, prepared for the controller’s personal review, not an intern’s
4. 90 days past due — flagged as “do not draft, escalate to partner/CFO call” — some things do not belong in email

Customers on payment plans

Tagged in Bill.com (custom field or note); the process skips them. You don’t get the embarrassing auto-nudge email going to a customer you already worked out a plan with.

Disputed invoices

Flagged in Bill.com as disputed, excluded from the dunning queue, and sent to a separate “needs human” queue. The controller handles disputes personally — the process does not chase a customer for an invoice they are actively questioning.

Output to the controller

One email each morning with the day’s draft queue: 3–15 drafts depending on AR size, each as a review link. Controller clicks through, edits as needed, approves, sends. Rejected drafts get tagged so the process learns not to draft that customer again for X days.

See also: AP manager role, reconciliation inside Xero.