Finance
Getting paid on time with an Invoice Coordinator
A design agency moved invoicing follow-ups to an Agent that reads the ledger, drafts reminders in the right tone and keeps a sheet of who owes what.
· 6 min read
Late payments are rarely about money. They are about nobody sending the third reminder. A fifteen-person design agency gave that job to an Invoice Coordinator, with an Expense Manager alongside it for the other direction of cash.
Reading the books
The Invoice Coordinator connects to the agency's accounting app and Google Sheets. Each morning it lists invoices due or overdue, groups them by client and checks the sheet of agreed payment terms and exceptions.
Reminders in the right tone
A first reminder is friendly; the third is firm and copies the account manager. The Agent drafts each one in Gmail, picks the tone from the schedule and the client's history, and leaves it for the finance lead to send. Nothing goes out on its own.
The expense side
The Expense Manager reads receipts forwarded to a shared mailbox, matches them to projects and flags anything outside policy. It fills the reimbursement sheet; a person approves it.
What the team watches
The agency's project in the console shows both Agents' last messages and the finance lead's unread count. On Fridays the Chief of Staff from the same project posts a one-paragraph cash summary.
Takeaways
- Reminders are drafted, scheduled and escalated, never auto-sent.
- Finance data stays on a single-tenant node.
- Two Agents share one project so context flows between them.