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Balance Due → Check Policy Stage → Send Reminder → Escalate → Log

Collections and Delinquency Agent

Runs reminder sequences and escalation steps based on policy rules, so delinquency follow-up happens consistently instead of depending on who has time.

The Problem

Delinquency follow-up is manual, so it is inconsistent.

Follow-up sequences are inconsistent. Steps get skipped. Late fees are applied unevenly.

What Changes

A consistent reminder sequence that follows policy every time.

Runs your collections policy as a sequence - first notice, second notice, late fee, demand letter - on schedule, for every account. Nothing gets forgotten.

Humans stay in control: Your team sets policy and makes the legal and waiver calls. The agent runs the routine follow-up. It removes the inconsistency, not the decisions.

HOW THE AGENT WORKS

TRIGGERLLMAPIDECISIONACTIONWAIT
TRIGGERBalance Past DueA resident balance crosses delinquent
APICheck Policy StageDetermine where this account is in the sequence
LLMCompose ReminderDraft the stage-appropriate message
ACTIONSend ReminderNotify the resident
DECISIONEscalation Due?
ACTIONEscalateAdvance to the next policy step
ACTIONLog ActionRecord the touch on the account
The agent doesn't decide legal action or waive balances. It runs the reminder sequence by policy. Your team handles exceptions and decisions.

HOW TO BUILD IT

Three levels of depth. Pick the one that matches where you are.

For the ops person who needs to understand what's involved and brief their team.

Your LedgerPast-due balances
The AgentWorkflow engine + LLM
Your ResidentsConsistent reminders

WHAT YOUR TEAM PROVIDES ONCE

  • Delinquency policy - the stages, timing, and wording
  • Ledger access - balances and payment status
  • Escalation rules - when to advance a stage or hand to a human
  • Channels - how reminders are sent
  • Exclusions - accounts in dispute or arrangement to skip
What happens day-to-day: A balance goes past due. The agent checks where the account sits in your policy sequence, sends the right reminder, and advances the stage on schedule, so follow-up is consistent and your team only steps in for disputes and decisions.

For the IT person or technical lead who needs to scope the integration.

INQUIRY SOURCES

AR / ledger
PMS
Payment system

WORKFLOW ENGINE (N8N)

Trigger
API - Check stage
LLM - Compose reminder
Send reminder
Branch - escalate?
Escalate
Log action

CONNECTS TO

PMS / AR (Yardi / AppFolio)Read: balances, payments. Write: collection status
SMS / emailSend reminders
Notifications (Slack / email)Hand escalations to staff
Collections logRecord every touch
WITHOUT PMS API

Agent works from an exported aging report and sends reminders from templates. The sequence logic still runs.

WITH PMS API

Agent reads live balances and runs the sequence with full payment awareness. Best experience.

For the person who wants to build this agent step by step. Each node below maps to an n8n workflow node.

TRIGGERNode 1
Trigger - Balance Past Due
Daily scan of the ledger, or an event when a balance ages past due.
Output: { resident_id, balance, days_past_due, in_dispute }
APINode 2
HTTP Request - Check Policy Stage
Determine the account’s current stage and the last reminder sent.
Output: { stage, last_reminder, next_step }
LLMNode 3
LLM - Compose Reminder
Draft the stage-appropriate reminder from policy wording.
Output: { message, stage, tone }
You compose a delinquency reminder from policy.

Given the account stage and POLICY WORDING, return the message for this stage. Keep tone firm but respectful. Never threaten action not in policy.
Return message, stage, tone. Respond ONLY with valid JSON.

POLICY WORDING: {policy_wording}
ACCOUNT: {account}
INPUT
{ "balance": 2100, "days_past_due": 6, "stage": "first_reminder" }
OUTPUT
{
  "message": "Hi - our records show a past-due balance of $2,100 from this month. Please pay at your earliest convenience or reply if you've already paid or need to discuss options.",
  "stage": "first_reminder",
  "tone": "respectful"
}
ACTIONNode 4
Send Reminder
Send on the resident’s channel and record the send.
Output: Reminder sent.
DECISIONNode 5
Condition - Escalation Due?
IF the stage timer has elapsed without payment → advance per policy (next reminder or hand to staff). ELSE → wait.
Output: Branch: ESCALATE or WAIT
ACTIONNode 6
Escalate & Log
Advance the policy stage or hand to staff for accounts that reach the human step; log every action.
Output: Account advanced; full audit trail kept.
MVP vs Advanced — Where To Start
MVP — START HERE
  • Aging-report trigger
  • Stage check vs sheet
  • Template reminders
  • Email only
  • Manual escalation
  • Log to a sheet
ADVANCED — ADD LATER

    Full Video Walkthrough Coming Soon

    From a past-due balance to a policy-driven sequence - step by step.

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    When you're ready to build — do it yourself or bring us in.

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    Frequently asked questions

    Collections and Delinquency Agent is an AI agent that runs reminder sequences and escalation steps on schedule.
    Delinquency follow-up is manual, so it is inconsistent. The Collections and Delinquency Agent addresses this — it runs reminder sequences and escalation steps on schedule.
    No — your team stays in control. Your team sets policy and makes the legal and waiver calls. The agent runs the routine follow-up. It removes the inconsistency, not the decisions.

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