NetSuite AR Recovery Pilot
30-day supervised pilot
The 30-Day NetSuite AR Recovery Pilot
Many late invoices aren't disputed. Nobody called.
A voice agent works your past-due NetSuite AR, has a real conversation with each customer, and writes the outcome back onto the customer record. The accounts your team never reaches stop sitting untouched.
Built for B2B companies running NetSuite with more past-due invoices than the AR team has hours to chase.
Outbound collections call
INV10000384 · $1,205.88 · past due
Agent
Customer
Written back to NetSuite
Phone Call activity logged on the customer record, linked to the invoice. Sentiment: positive. Summary: customer confirmed payment today.
Transcript of the recorded call below, replayed.
- 9 Oracle NetSuite certifications
- 6 years inside finance operations
- English and Spanish
- Every call human-approved
The situation
Your AR team isn't slow. They're rationing.
There are more past-due invoices than there are hours, so the biggest balances get called and everything else waits. That triage is rational, and it is also where the write-offs come from: an invoice nobody has contacted does not resolve itself, and most of what is sitting there is an unanswered question rather than a dispute. Wrong contact, missing PO, “what was this for?”
That is a capacity problem, not a software problem, and it is exactly the kind that automates well, as long as a person stays in control of it. Here is what that sounds like.
This is the whole call, unedited
The customer says he doesn't remember what the invoice was for, so the agent reads him the line item: one Nikon digital camera. He commits to paying that day. Then the call lands on his customer record with a summary and sentiment, which is the part finance teams actually care about.
Recorded in a NetSuite sandbox against invoice INV10000384. That's me playing the customer.
Captioned · 1 min 50 sec
Read the transcript instead
Nico: I have an overdue invoice here in NetSuite under my name, so the agent is going to find it and it's going to call me. So here's the call. Let's answer that and put it on speaker.
Customer: Hello.
Agent: Hi, is this Nicolás Castillo?
Customer: Yes, who is this?
Agent: Thanks, Nicolás. I'm calling from Honeycomb Manufacturing about an overdue invoice. INV10000384, for $1,205.88. Are you able to make payment today, or can you let me know when you'll be able to take care of it?
Customer: I'm sorry, I don't remember what this invoice is about.
Agent: No problem. This invoice covers one Nikon digital camera. Does that sound familiar, or would you like someone from our team to follow up with more details?
Customer: It does sound familiar. Thank you. I'll take care of it today.
Agent: Thanks, Nicolás. I appreciate it. Have a great day.
Customer: Thank you.
Nico: Okay, so now if we go to the Communication subtab, here on their activities, we see a new call that has been logged, and it's basically a summary of how the call went. It states that I have a positive feeling about the call, and that the agent contacted me about the overdue invoice, and that I confirmed that I would be able to make payment today. So that's the full workflow, from detecting overdue invoices in NetSuite to calling customers and logging the call notes back to NetSuite.
Want to see this run against your own AR workflow?
Book 30 minutesHow it works
It starts in NetSuite and it ends in NetSuite
No new system for your team to check. The work lands where they already look.
- 01
Pull the list
A saved search or SuiteQL query scoped to one subsidiary, one segment, one aging bucket.
- 02
Make the call
Invoice number, amount, due date and line items are read from NetSuite at call time — not recalled from memory.
- 03
Write it back
Phone Call activity on the customer record, linked to the invoice, with recording, transcript, summary and sentiment.
Tomorrow's list is built from today's outcomes, so nothing gets called twice and nothing gets forgotten.
What exists today, and what gets built for you
You are buying a pilot, so some of this is done and some of it is the work. Here is the line between them.
Working today
- Pulling the list by saved search or SuiteQL, scoped to one subsidiary or aging bucket
- Outbound call with the real invoice in context: amount, due date, line items
- Natural conversation, including answering "what is this invoice for?"
- Phone Call activity written back and linked to the invoice
- Call summary and sentiment captured automatically
- English and Spanish
Built during the pilot, for you
- Approval step so a human signs off on the call list
- Disclosure and consent handling, scoped with your counsel
- Outcome routing for promises, disputes, and no-answers
- Retry handling and a failure queue
- Coverage reporting: what was reached, what converted, what routed to your team
- Deployment against your NetSuite account, not a sandbox
The second column is what the pilot fee funds: building the controls around your subsidiaries, your workflows, your custom fields.
Control
The part your controller will ask about
Once they see it work, the controller's next question is what happens when it goes wrong in front of a customer. So here are the constraints the pilot gets built under.
A human approves every call list
Nothing dials without sign-off. Automating that away is a decision you make later, after you have watched it work.
Disclosure and consent are yours to set
It announces itself as an AI assistant up front and answers honestly whenever asked. But these are your customers: your counsel draws the line on disclosure and TCPA consent, and we build to it.
Full audit trail
Recording, transcript, timestamp, and outcome on every attempt, attached to the NetSuite record rather than stranded in a vendor dashboard.
Exceptions route to a person
Disputes and anything the agent cannot resolve become a task for the AR rep. It triages. It does not negotiate settlements.
Bounded scope, manual fallback
One subsidiary or one cohort, B2B only. If the integration falls over, the list is still there and your team works it the way they do today.
Access, data, and what happens to it after
You are provisioning a role in your ERP and handing over recordings of your customers' voices. IT asks these before your controller signs anything, so they are here rather than three PDFs deep.
- What the role can touch, and how it authenticates
- One integration role, scoped to what the workflow uses: read on invoices, customers and contacts, write on the activity record it logs the call to. No GL posting, no applying payments, no user impersonation. Token-based authentication, held in an encrypted credential store, never in code or a repository. You provision it, and you can revoke or rotate it without calling me first.
- Where the data lives, and who else processes it
- Invoice fields are read at call time for that call. There is no copy of your AR in a database of mine. Recordings and transcripts are produced in the voice platform account and copied onto the NetSuite record, which is the copy you own outright. Three parties touch it: a voice platform, a cloud host, and your own NetSuite. Each is named in the SOW, with what it receives and where, and I will send that list ahead of the call if it is what unblocks the conversation.
- What is kept, and what gets deleted
- You are the data controller and I am a processor acting on your instruction. I am based in Mexico, so if your data cannot leave a jurisdiction, say so in week 1 and we scope to it. On termination, recordings and transcripts in my vendor accounts are deleted on request. Everything already written into your NetSuite is untouched. Your record, your account.
- Whose accounts and whose phone number
- During the pilot, mine. You open no vendor accounts for something you have not seen work yet, and a capped allowance of call minutes is included in the fee. The trade-off is worth saying plainly: calls go out from my number with the agent naming your company, the way outsourced collections agencies have always worked, so your customers do not see your caller ID until the calling service moves onto your own account at conversion.
None of this is legal advice, and I am not your counsel. It is the list to hand your lawyer and your IT lead so the answer comes back in days instead of weeks.
The engagement
Thirty days, and you see something in week one
One cohort of invoices, one workflow, supervised start to finish, against your real overdue AR. Your side is three things: grant a NetSuite integration role, approve one call list, give me fifteen minutes a week. The clock starts when access is granted, not when you sign.
- Week 1Access, scope, and your AR Coverage Report: a snapshot of what is past due and what has no recorded contact, delivered before anything dials.
- Week 2Build and test against your configuration.
- Weeks 3–4Supervised live calling on the agreed cohort.
- CloseCoverage readout: what was reached, what converted, and what your team saved.
How we agree whether it worked
We define what to measure in week 1, so the readout at week 4 is arithmetic instead of opinion.
- Invoices contacted that had no prior outreach
- Past-due invoices with zero Phone Call activities before the pilot that the agent reached
- Days from due date to first contact
- Invoice due date vs. the Phone Call activity timestamp, for invoices that were sitting unworked
- Accounts attempted vs. reached
- Call status and duration, logged per attempt
- Commitments to pay captured
- Set by the outcome routing on each call
- AR team hours on follow-up
- Asked of your team at week 1 and week 4. The one number no system can produce.
AR Coverage Report
Delivered week 1, before anything dials
- Invoices past due
- 412
- Value past due
- $1.24M
- No recorded contact
- 274
- Uncontacted value
- $814K
Uncontacted invoices by aging bucket
Past-due invoices with no Phone Call activity on the customer record
The guarantee
If it isn't placing calls within 30 days of NetSuite access, you don't owe the second half.
The risk you are actually taking on one person you have not worked with before is that nothing ships. So: half on signature, and the second half comes due when the end-of-pilot readout is delivered. If it never placed calls within 30 days of access, that second half is never owed.
The limit of that, stated plainly: the first half funds the build and is not refundable, and I will not promise you a specific collections number. That depends on your customers. What the guarantee removes is the risk of paying in full for something that never went live.
Two pilots to start, so both of them shape what this becomes.
Thirty minutes is enough to tell whether it fits.
Who builds it
Who you would actually be working with
Me. NetSuite developer, six years in the platform, nine Oracle NetSuite certifications across development, administration, and analytics. Those six years were spent inside other people's finance processes, which is why this is an AR product and not a general-purpose AI calling platform.
I'm taking two clients for this to start: a narrower and cheaper engagement than it will cost later, in exchange for direct access to the person writing the code and real influence over what gets built.
Objections
Questions I get
What does it cost?
A fixed fee, agreed before any work starts, never hourly. The number moves with cohort size and which workflow we pick, so I would rather quote you than post something wrong for your situation. The first two get it below what it will list at once there is a case study, and I say both numbers out loud on the call.
What if it says something wrong?
Invoice facts are read from NetSuite at call time rather than from the model's memory, which removes the most common cause of wrong numbers. You can watch it happen in the recording. It is not perfection: a bad field mapping or a stale record is still possible, which is why the pilot runs supervised and every call is recorded. Payment plans, angry customers and real disputes go to a human rather than getting improvised.
Do you have customers already?
Not for this product. You would be one of the first two, which is why it is scoped this narrowly and priced the way it is. The build is real and working; the production track record is not there yet.
What happens after 30 days?
Three options, all named before you sign. Stop, and you keep what lives in your NetSuite account: saved searches, custom fields, every call activity and transcript, plus the coverage report, the readout, and whatever the calling collected. Move to a support arrangement, where the calling service migrates onto your own accounts. Or widen the scope as a new project. The calling application stays mine, licensed to you while we are engaged, the way any software vendor works.
Worth a conversation?
Thirty minutes. Tell me how your team works overdue accounts today, and I will tell you whether this would move the number. Sometimes the honest answer is a saved search and a reminder template.