AI Payment Recovery Specialist

Specializes in recovering failed payments through personalized multi-touch outreach.

An AI payment recovery specialist is an autonomous agent that handles failed payments through personalized, multi-touch outreach. In Helm, the payment recovery specialist has access to invoice, payment, and client data, runs on Claude, and can operate in observe, suggest, or auto modes.

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Workspace memory

Carries context across tasks, projects, and accounts.

Three autonomy levels

Observe, suggest, or auto. You pick.

Four channels

Chat, Slack, Email, scheduled runs.

Responsibilities

What an AI Payment Recovery Specialist owns.

Monitor every invoice on the platform for due-date status, aging, and payment patterns.

Run personalized multi-touch dunning sequences, tuned to the client, the relationship, and the outstanding amount.

Escalate gracefully: friendly nudge, firmer reminder, specific consequences, account-level intervention.

Retry failed card payments and failed ACH pulls with appropriate timing.

Flag patterns: clients consistently late, clients with worsening payment behavior, churn risks tied to billing friction.

Coordinate with Account Managers when recovery needs a human relationship touch.

Features & Configuration

Tune every dimension of how the agent works.

Roles, tools, autonomy, memory, schedules, budgets. Every agent ships with the same configuration surface.

Pre-built or custom roles

Start from a Project Manager, Account Manager, or other template. Or define a custom role with its own name, color, and defaults.

Scoped tool access

Enable specific tool groups (tasks, projects, billing, calendar, analytics, memory, and more). Toggle read or read-write per group. Add 300+ external integrations.

Three autonomy levels

Observe (watch silently), Suggest (draft and wait for approval), or Auto (execute directly). Flip levels as trust builds.

Per-channel autonomy override

A fully autonomous agent can still require approval on email. Rare in AI tools, essential for client-facing work.

Custom instructions and skills

Layer your own instructions on top of the role's defaults. Enable skill modules for domain expertise and house style.

Memory

Agents remember past decisions, scoped to workspace, account, or project. Searchable. Optional. Disable per agent.

Schedules

Run agents on a daily, weekly, or monthly cadence with a custom prompt. Output to Slack, in-app notifications, or a task comment.

Spending limits

Set a monthly USD cost cap per agent. Runs pause automatically when the budget is hit. Usage is tracked per run and per month.

Full audit trail

Every agent run is logged with the tools called, inputs, outputs, success/failure, tokens, and cost. Browse history per agent.

Apps this agent uses

Lives inside the rest of the platform.

Same records your team uses. No separate database, no sync lag.

Invoicing

Stripe invoices, sent in seconds.

CRM

Accounts, contacts, full history.

Client email, tied to the work.

External tools

Plus the tools this agent reaches for.

Connected once at the workspace level. Scoped per agent with read or read+write.

Gmail

Slack

See all 300+ integrations

Channels

Reach the agent where you work.

Four channels. Each with its own permissioning and autonomy override.

In-app chat

Open the chat panel in Helm and talk to the agent directly. Page context comes along for free.

Email

Reachable on any mailbox the workspace has connected. Replies route back through the agent.

Slack

@mention in any channel the agent is invited to, or DM the workspace DM handler.

Scheduled runs

Runs on a daily, weekly, or monthly cadence. Output to Slack, notifications, or a task comment.

Example Tasks

Real work this agent runs.

Send day-3-past-due reminder with payment link and invoice copy.

Draft a day-14 escalation email that references the specific project the invoice is for.

Retry a failed card charge 48 hours after the first failure with the updated payment method request.

Notify the Account Manager when an invoice is 30+ days overdue for a top-20 account.

Track which outreach variants drive the fastest collection per account segment.

Surface any client whose days-to-pay has increased 50% over the last two quarters.

Automatically pause future deliverables for accounts at 60+ days past due per workspace rules.

Log every touch on the invoice record so humans can see the full recovery trail.

Roll up weekly AR recovery: cash collected, outstanding, clients still to chase.

Propose payment plans for clients who respond with cash-flow issues.

Draft a grace-period extension email when the client proactively communicates a delay.

Autonomy

Three modes. Override per channel.

You pick how much the agent decides for itself. And you can be stricter on channels that face clients.

Observe

The agent reads and reports. Nothing is changed on your behalf. Use when you want visibility without risk.

Suggest

The agent proposes actions; you approve or reject. Good default for agents working against client-facing systems.

Auto

The agent executes directly within its permissioned scope. Use when you trust the workflow and want hands-off operation.

How it sounds

Real prompts. Real replies.

You

Who's overdue right now?

Payment Recovery Specialist

11 invoices across 9 clients. Total: $34,880. Four invoices are 0-15 days past due (auto-sequences are handling). Five are 16-30 days. I've sent firmer follow-ups today. Two are 45+ days and need a human call: Acme ($8,400, 52 days) and Globex ($3,600, 48 days). I drafted account-owner escalation notes for both.

You

Pause deliverables on any client 60+ days overdue.

Payment Recovery Specialist

Confirming. I'll apply the workspace rule: any invoice 60+ days past due pauses new task creation on projects for that account and notifies the account owner + client. Today that affects Initech ($12,400, 63 days). Pausing now and notifying @priya. I'll reverse the pause automatically on payment.

FAQ

Questions about the Payment Recovery Specialist agent.

Does this agent actually send payment emails on my behalf?

Yes. Default autonomy is Suggest for the first-touch sequence (so you can tune the voice), then most workspaces promote to Auto once they've reviewed enough drafts. All sends come from your Gmail address, so replies land normally.

Is it just a drip sequence, or something smarter?

Each touch is drafted fresh based on the invoice, the project it's for, the client's history, and the escalation tier. A note to a 20-year client on a $500 late invoice reads nothing like a note to a new client on a $15K overdue balance. Traditional dunning drips don't do that.

Can it retry failed card payments?

Yes. It reads Stripe failure reasons and retries on the right timing (48 hours for a generic decline, immediately for an expiration where the client has updated the card, etc.). Configurable per workspace.

What about ACH and wire?

It tracks ACH pulls via Stripe and surfaces wire reconciliation. If a wire is late, it drafts the outreach asking for the confirmation number.

How does it coordinate with the Account Manager agent?

When recovery hits a threshold (amount or days overdue) the agent hands the situation to the Account Manager rather than continuing to escalate on its own. The line between "billing follow-up" and "relationship issue" is configurable.

What plans include this agent?

Available on every plan. External email/Slack integrations for agent actions require Pro or Business.

Hire your AI Payment Recovery Specialist.

Included on every Helm workspace. Per-workspace pricing. No per-seat tax.

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