See Areca in Action:
Three Collection Scenarios

This challenge follows the collection of invoice IV889256 for 34,000 ILS from Maccabi Healthcare. See how Areca assists Revital Levi in this process, saving her 50 hours per month by automating the collection of over 300 similar invoices.

With the invoice due date approaching and knowing this client often pays ~10 days late, Areca has flagged it for a proactive reminder. It works behind the scenes to help Revital streamline the collection process before the invoice becomes overdue.

Stakeholders

Revital Levi

Collection Manager, Aman Group

Orin Levi

Accounts Payable, Maccabi Healthcare

Areca

AI Collection Agent

Tools

Priority

ERP System

Microsoft Outlook

Email Platform

Automated Reminder

Areca scans the ERP for invoices within the reminder window. It checks the client's payment history to determine the appropriate tone and timing for the reminder, identifies that invoice IV889256 is approaching its due date and drafts a polite reminder email.

Human-in-the-Loop Approval

Areca notifies Revital via email with the drafted message, allowing for a quick review and approval before sending. This human-in-the-loop step builds trust. For initial reminders, the system can require approval, giving the collections manager full control.

Client Replies

Orin from Maccabi Healthcare receives the reminder and replies with a payment commitment.

Intelligent Parsing & ERP Update

Areca reads the client's reply, her NLU engine processes the email, recognizes the payment commitment, and writes the extracted date back to the corresponding invoice in the ERP, leaving a clear audit trail.

Payment Verification & Closure

As scheduled, Areca checks the ERP for payment. It finds the receipt for invoice IV889256, marks it as "Paid," and closes the collection process.

The invoice is paid on time without any effort from the collections team. The process was proactive, documented, and fully automated, improving cash flow and freeing up team members for more complex tasks.

This scenario covers a frequent and time-consuming collection issue: a client needing timesheet reports to approve a high-value invoice. This invoice, for 156,000 ILS, covers the work of 3 employees. This process occurs about 50 times a month and can delay payments if not handled swiftly. Areca is tasked with managing this multi-step process for an invoice sent to CDATA.

Stakeholders

Dana

Collection Manager, Aman Group

Ayelet

HR Manager, CDATA

Areca

AI Collection Agent

Tools

Priority

ERP System

Microsoft Outlook

Email Platform

Human-in-the-Loop Request

Areca identifies an invoice is due for CDATA and drafts a request for Dana to approve. After her review, the email is sent and logged in the ERP.

Client Requests Timesheet

Ayelet receives the invoice request and replies, asking for the corresponding timesheets to verify the charges before payment.

Approval & Response with Document

Areca's NLU understands the request. It automatically retrieves the correct timesheets, attaches them to a reply, and drafts a response for Dana to approve, proactively asking for a payment date.

Payment Date Confirmed

After reviewing the timesheets, Ayelet replies with a confirmation and a specific payment date.

Intelligent Parsing & ERP Update

Areca's NLU engine processes Ayelet's reply, understands the commitment, and extracts the promised payment date. It then automatically logs this date in the Priority ERP system, ensuring the record is up-to-date.

Payment Monitoring & Escalation

Areca automatically checks the ERP on the day after the promised payment date. It finds the invoice is still unpaid and initiates an urgent follow-up.

Automated URGENT Reminder

Because the client missed their committed payment date, Areca automatically sends a reminder with an "URGENT" subject line to get immediate attention.

Payment Received & Process Closed

The payment is received. Areca detects the update in the ERP, marks the invoice as paid, and sends a final notification to Dana, closing the loop.

A complex, multi-step process that often causes significant delays was fully automated. Dana only needed to approve two emails. Areca handled the document request, follow-ups, and payment verification, ensuring cash flow was not interrupted.

This scenario involves a high-value invoice of 360,000 ILS for a critical project milestone. The client, Bank Leumi, has raised a dispute regarding the milestone's completion, putting the payment on hold. These types of disputes are the most time-consuming issues for the collections team, occurring about 15 times a month.

Stakeholders

Adelina

Controller, Aman Group

Orit

R&D Manager, Bank Leumi

Dor

Project Manager, Aman Group

Areca

AI Collection Agent

Tools

Priority

ERP System

Microsoft Outlook

Email Platform

Calendar

Scheduling

Proactive Follow-up

Areca identifies the upcoming due date for the 360,000 ILS invoice and drafts a polite reminder for Adelina, the controller, to review and approve.

Client Raises Dispute

Orit, the R&D Manager at Bank Leumi, replies to the reminder. She states that the payment cannot be processed because she believes the milestone is not fully complete.

Areca Analyzes, Identifies Stakeholders, and Proposes a Plan

Areca's NLU instantly understands the dispute. It accesses the ERP, identifies Dor as the Project Manager associated with this invoice, and proposes a plan to Adelina to bring him into the conversation.

Human-in-the-Loop: Review Coordinated Response

Based on Orit's dispute, Areca drafts a reply to her and CCs Dor to coordinate. To speed up resolution, it scans their calendars and suggests a few times for a brief call, then sends the draft to Adelina for approval.

Coordinated Response Sent

After Adelina approves the draft, Areca sends the coordinated response to Orit, looping in Dor and suggesting times for a call.

Client Suggests Time

Orit receives the email with the suggested time slots, but she is unavailable and proposes an alternative.

Areca Schedules the Resolution Call

After Orit agrees to a call, Areca accesses the calendars of both Orit and Dor, finds a mutually available time slot, and automatically sends a meeting invitation to both parties.

Dispute Resolved & Agreement Reached

Dor and Orit meet. The misunderstanding is clarified, and Orit confirms she will approve the invoice. Dor sends a summary email to Orit and Adelina confirming the resolution.

Areca Updates ERP and Monitors for Payment

Areca reads the confirmation email, documents the resolution in the ERP notes for audit purposes, and sets an intelligent reminder to check for the payment.

Payment Received & Process Closed

Areca detects the payment in the ERP, marks the invoice as paid, and sends a final notification to Adelina, closing the collection process.

A complex, high-value dispute that could have taken weeks of manual back-and-forth was professionally moderated and resolved in under 3 days. Adelina's role was purely supervisory, preventing a major cash flow delay and strengthening the client relationship through efficient problem-solving.